Executive Administrative Assistant

**Job Summary:**

The Executive Assistant provides comprehensive administrative support to the CEO, including drafting and preparing correspondence and other documents. Serving as a board liaison, the role facilitates communication, prepares meeting materials, and coordinates board activities.

Responsibilities:

• Provides executive level support to the Chief Executive Officer, Chief Operations Officer, and SWDA Board Members.
• Prepares correspondence, agenda items, reports, presentations, advertisements, press releases, and various documents as requested.
• Coordinates office management activities for the Chief Executive Director.
• Makes travel arrangements; prepares itineraries; prepares, compiles, and maintains travel vouchers and records.
• Maintains a high level of organizational skills to work efficiently.
• Schedules meetings, transcribes meeting minutes/notes, coordinates internal and external communication among staff, other departments as necessary.
• Acts as liaison between the Executive Director's staff or others, by transmitting directives, instructions, and assignments and following up on the status of assignments.
• Applies knowledge of departmental rules, regulations, and procedures to provide and verify information, process transactions, and provide services related to the operation of the department.
• Must uphold a high level of confidentiality, as well as perform with great degree of accuracy, efficiency, and dependability.
• Maintains a filing system and properly files and archives all landfill compliance and monitoring activities and documentation of such.
• Gathers data for surveys or performs research on special subjects or projects.
• Receives and screens visitors and telephone calls, takes messages, schedules appointments, and provides information to callers requiring knowledge of SWDA and departmental operations, and the interpretation and application of policies, procedures, and administrative directives.
• Provides clerical support for administrative staff.
• May perform fiscal, personnel, purchasing, and other administrative support duties.
• Maintains effective working relationships with the public.
• All other duties as assigned.

Requirements:

• Computer skills in various programs.
• Ability to communicate effectively with customers, internal and external staff, and other agency representatives.
• Skills to neatly and clearly complete reports, etc.
• Reading skills to understand various documents.
• Knowledge of filing systems.
• Knowledge of Authority procedures, as well as, general office procedures.
• Ability to keep clerical records and prepare accurate reports.
• Ability to prepare effective correspondence.
• Knowledge and ability to operate office machines such as typewriter, PC, copy machine, 10-key calculator, etc.
• Knowledge of basic accounting procedures.
• Ability to organize heavy workload and accomplish required tasks.

Education and Experience:

• Associate's degree or equivalent.
• 3-4 years' experience in office administration.
• Any equivalent combination of experience and training provides the knowledge, skills, and abilities necessary to perform the work.

Special Requirements:

• Must be willing to work overtime, weekends, and holidays to complete work within specified period of time.
• Willing to travel as required.
• Must be flexible and able to handle more than one project at one time.
• Self-motivated and team player.
• Possession of a valid driver's license.
• May require the possession of or ability to obtain a State of Alabama Notary Seal.

Physical Requirements:

• This position requires the employee to see well enough to read and write; hear well enough to respond to verbal communications and speak well enough to answer questions in a polite, courteous manner.
• Frequently required to stand and walk with prolonged periods of sitting at a desk and working on a computer with the ability to reach with hands and arms; Body movement of mobility to bend, move, stand, and lift.
• Must occasionally lift and/or move up to 15 pounds.
• Requires the ability to operate, maneuver, and/or control the actions of equipment, tools, and/or materials used in performing essential functions.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Must be able to perform the duties of this position in various office settings when necessary.
• Tasks may be performed with some exposure to adverse environmental conditions.