Executive Assistant

Definition and Distinguishing Characteristics:

Under direction of the President, using considerable to significant skills, incumbents will perform a wide variety of highly responsible Para-professional administrative and office support duties and perform related work as required. Incumbents will possess an aggressive “full-charge” manner. May serve as organizational trainer in various office software programs including but not limited to word processors, spreadsheets, etc. May exercise direct supervision over assigned lower level clerical support personnel.

Duties & Functions:

This description contains major duties and requirements of the job, not necessarily in order of importance, and is NOT all-inclusive. Incumbents may be required to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Respond to complex inquiries for information from the public and company staff, referring to other staff where appropriate.
• Exhibit detailed familiarity with company functions.
• Research, compile and analyze data for reports and other materials.
• Research, analyze and prepare Para-professional level projects and reports.
• Initiate, maintain and monitor executive office records, files and logs.
• Coordinate and arrange travel plans, meetings and seminar engagements.
• Maintain appointment schedules/calendars.
• Interpret and explain complex company and organizational policies, rules, and regulations in response to requests, or refer inquiries as appropriate.
• Maintain and/or oversee executive office employee records including expense reports, evaluations, disciplinary actions, etc.
• Independently develop responses to letters and correspondence on behalf of executive; coordinate office activities and schedules.
• Oversee general office practices such as filing and office maintenance.
• Assist in preparing policies, procedures, operating manuals, budgets, forms, charts, letters, reports, contracts, proposals, and technical documents; proofread for accuracy, correct sentence structure, and proper English usage.
• May take and prepare meeting minutes.
• Provide follow up and status reports to assignments given management staff.
• Plan, assign, train, review, and assist in evaluating the work of assigned clerical personnel.
• Perform accounting functions related to executive office accounts payables/receivables; Order/purchase executive office supplies, equipment and services.
• Prepare budget reports.
• Assist with development/administration of program budgets.
• Collect/calculate data on projected expenditures.
• Recommend expenditure requests for designated accounts.
• Monitor expenses of executive’s organization and departments.
• Represent the company to the public, board members, and other agencies at the request of assigned executive.
• Recommend organization/procedural changes affecting office activities;
• Prepare independent draft reports and documentation.
• Provide administrative support to a Company board, committee or task force, including posting legal notices, preparing the agenda, assembling background materials, taking/transcribing minutes of meetings, etc.
• May serve as a trainer for various office software programs.
• Build and maintain positive working relationships with co-workers, other company employees and the public using principles of good customer service.

Minimum Qualifications:

Knowledge Of: English usage, spelling, grammar and punctuation; modern office methods, practices, procedures and equipment such as computers; typical modern office computer software programs such as word processing, spreadsheets, presentation programs, databases, web based programs; business letter writing; report and presentation writing; record keeping principles/procedures; business mathematics and simple statistics; principles and practices of simple bookkeeping, assigning and reviewing the work of others, and office organization and management; pertinent Company functions, policies, rules and regulations.

Ability To: Independently perform assigned confidential office/administrative support duties with speed and accuracy; understand and explain program and/or organizational policies/procedures; communicate effectively both orally and in writing in an office environment; accurately type 60 wpm; effectively operate modern office equipment including computers and related software; compile complex information and prepare a variety of reports; accurately interpret and apply administrative policies, laws, and rules; analyze situations carefully and adopt effective courses of action; plan, organize and schedule priorities; establish/maintain effective working relationships with those contacted in the course of work.

Experience: Minimum 7 years experience at the executive level.