Administrative Services Manager/Executive Assistant

Overview

POSITION SUMMARY Provide high-level administrative support by conducting research, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

Responsibilities

ESSENTIAL FUNCTIONS Essential Duties1. Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software. 2. Attend board meetings to record minutes. 3. Answer phone calls and direct calls to appropriate parties or take messages. 4. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. 5. Compile, transcribe, and distribute board meeting minutes. 6. Make travel arrangements for executives. 7. Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings. 8. File and retrieve corporate documents, records, and reports. 9. Open, sort, and distribute incoming correspondence, including faxes and email. 10. Prepare responses to correspondence containing routine inquiries. 11. Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives. 12. Set up and oversee administrative policies and procedures for Village. 13. Greet visitors and determine whether they should be given access to specific individuals. 14. Interpret administrative and operating policies and procedures for employees. 15. Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors. 16. Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. 17. Conduct supervisory activities such as hiring and firing staff, providing employee orientation and training, creating work schedules, coaching or disciplinary action, and approving employee time sheets for direct reports. 18. Receive and resolve minor computer, telephone, software concerns. 19. VEH: Sets up, fixes, and run reports for the Personal Emergency Response System. 20. Attend and participate in all appropriate meetings and training opportunities in order to keep informed on current information and skill development. 21. Follow established policies and procedures including but not limited to: o Presbyterian Villages policies and procedures. o Safety policies and procedure

Qualifications

SKILLS & ABILITIES

Education: High School Graduate or General Education Degree (GED) Two year college, degree preferred.

Experience: Two years related experience required in clerical role, executive office experience preferred.

Computer Skills:Computer literate in word processing, spreadsheets and email.

Other Requirements: Ability to work flexible hours including some evenings/weekends for special events.

WORK ENVIRONMENT:The employee will work in a normal office environment.