Executive Assistant

SUMMARY

Under general direction, provides varied, complex, and confidential office administrative support to the CEO & Executive Director, including handling confidential materials and complex public, and client relations; conducts special projects; acts as the first point of contact for the CEO & Executive Director, other departments, and the public to resolve issues and concerns; assists in coordinating Association-sponsored events and meetings; provides information to the public and staff requiring considerable knowledge of Association and department services, policies, and procedures; manages the office administrative functions of the CEO & Executive Director’s Office; performs technical support work related to the responsibilities of the CEO & Executive Director; and performs related work as required.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Provides administrative support to the CEO & Executive Director by assisting with duties of an advanced, complex, sensitive, and confidential nature; represents the department at meetings as assigned; acts as a liaison between the CEO & Executive Director and other staff and the public, coordinating solutions and following up with staff when appropriate.
• Coordinates and maintains the CEO & Executive Director’s calendar and schedules meetings and appointments for the CEO & Executive Director; makes travel arrangements as required.
• Receives and screens visitors, telephone calls, emails, and regular mail; provides general information to the public to ensure an understanding of departmental and Association policies and procedures; listens to questions and explains procedures according to existing guidelines; refers callers and visitors to the appropriate department sources, as appropriate; identifies, negotiates, and/or resolves complaints and problems when appropriate.
• Composes, types, and edits a wide variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the CEO & Executive Director and other management and department staff from rough draft, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with policies, procedures, format, and English usage, including grammar, punctuation ,and spelling; inputs and retrieves data and text using a computer.
• Assists in planning, organizing, and coordinating Association’s events and meetings.
• Prepares the department’s budget; reviews and ensures accuracy of budget documents; processes payment authorizations for invoices; tracks, monitors, and enters invoices, travel claims, and other expenditures in financial database system.
• Designs and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, reference, and follow-up on decision as required.
• Provides a variety of support to Association commission, committees, and/or task forces; may prepare and distribute agenda packets, attend meetings and prepare minutes, and follow up on decision as required.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones.
• Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
• Demonstrates respect, honesty and professionalism at all times.
• Adheres to an established work schedule and the organization’s timekeeping practices.
• Performs other duties as assigned

QUALIFICATIONS

Knowledge of:

• Practices and methods of office management and administration, including the use of standard office equipment.
• Organization and function of public agencies, including the role of an elected Associations Board and appointed boards and commissions.
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility.
• Principles and procedures of record-keeping and reporting.
• Principles and practices of data collection and report preparation.
• Business letter writing and the standard format for reports and correspondence.
• Business mathematics and basic statistical techniques.
• Modern office practices, methods, and computer equipment and applications related to the work, including work processing, database, and spreadsheet applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.

Ability to:

• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Interpret, apply, explain and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures, as well as complex administrative and departmental policies and procedures.
• Perform responsible administrative support work with accuracy, speed, and minimal supervision.
• Provide varied and responsible office administrative work requiring the use of tact and discretion.
• Prepare department budget including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues.
• Understand the organization and operation of the Association and of outside agencies as necessary to assume assigned responsibilities.
• Compose correspondence and reports independently or from brief instructions.
• Understand and carry out complex oral and written directions.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate office equipment and computer applications related to the work.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities.

EDUCATION & EXPERIENCE

• Any combination of training and experience equivalent to completion of an associate degree with major coursework in business management, secretarial practices, or related field, and five (5) years of responsible administrative office support experience assisting corporate or nonprofit executive management or a high-level government official.

ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS

• Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• Employee is personally responsible for following health and safety guidelines, instructions, and policies.
• Occasional overnight travel to staff off-site functions.
• May be asked to work occasional overtime, evenings, nights, weekends, and holidays.
• Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
• Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
• Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds, hand truck available to assist.