Executive Assistant

MAJOR FUNCTION

The Executive Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks. The Executive Assistant will provide high-level administrative support to the Executive Director and other senior staff.

SPECIFIC RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
• Maintains office supplies and coordinates maintenance of office equipment.
• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting and editing letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations for executives, staff, and guests.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Performs additional duties as assigned by executives.
• Provide Telecom coordination and support for offices nation-wide
• Provide Travel program management for offices nation-wide.
• Coordinate and/or assist with office events on and offsite.
• Purchases supplies and equipment for offices nation-wide.
• Assists with building management duties (e.g. repairs and service to corporate office building)

SKILLS, KNOWLEDGE, QUALIFICATIONS, & EXPERIENCE:

• Associates degree preferred or equal training in related field.
• One to two years of experience in an administrative role.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

PHYSICAL DEMANDS:

• Ability to communicate orally and in writing with vendors, management, and other coworkers, both individually and in front of a group
• Regular use of the telephone and email for communication is essential
• Sitting for extended periods of time is common
• Hearing, vision, and speaking within normal ranges is essential for normal conversations, to receive ordinary information, and to prepare or inspect documents
• No heavy lifting is expected, though exertion of up to 15 pounds of force may occasionally be required
• Good manual dexterity for the use of common office equipment such as computers, calculator, copiers, and fax machines
• Good reasoning ability is important, must be able to understand and utilize management reports, memos, and other documents to conduct business
• Primarily an office position.

WORK ENVIRONMENT:

This job is primarily performed indoors in a traditional office setting. Employee typically works in well-lit, comfortable office and usually have access to a computer, printer, and other office equipment. Most executive assistants work full time and some work more than 40 hours per week. Lastly, will Work somewhat close to other people.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. Employees will be required to follow any other job-related duties requested by their supervisor. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, d…