Executive Assistant

SUMMARY

The Executive Assistant will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Provides high-level administrative support and assistance to the EVP, COO, and/or other assigned leadership staff.
• Manage and maintain executives' schedules.
• Make travel arrangements for executives.
• Prepare reports, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence via email.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
• Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies appropriate person with an alternate plan.
• Diversity - Demonstrates knowledge of EEO/AAP policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.

QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience

High School Diploma or Equivalent; 3-5 years in experience supporting multiple executives; or equivalent combination of education and experience considered. Excellent verbal and written communication skills, organizational skills, attention to detail, time management skills with a proven ability to meet deadlines, and follow-up skills. Ability to function well in a high-paced and at times stressful environment. Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. Able to type minimum of 50 words per minute. Highly proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Physical Demands

While performing the duties of this Job, the employee is regularly required to sit and to use hands to type, handle, or feel and talk or hear.  The employee is occasionally required to stand or walk.  The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 15 pounds.