Posted in Management 30+ days ago.
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The Executive Assistant to the Executive Director is responsible for performing administrative duties to assist and support the Executive Director in a fast-paced environment. The incumbent must proactively anticipate, drive, and manage the Executive Director's calendar and ensure the scheduling process effectively balances prioritization of meetings and events along with appropriate time allocation for preparation and planning.
This position requires strong critical thinking skills and the ability to evaluate and make independent decisions about competing priorities that support the Executive Director's overall objectives and agenda. The Executive Assistant handles confidential, sensitive, and/or critical information, files, records, and reports that requires a high level of discretion.
In addition, the incumbent must always demonstrate a demeanor that is professional and welcoming to staff and constituents including members of the Board. This position reports to the Executive Director and works closely with staff, Board Members, and the public.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Manage all aspects of the Executive Director's day-to-day calendar including gatekeeping and negotiating competing high priority requests.
Brief Executive Director on schedule and scheduling updates and changes; provides summary and follow-up to daily action items pertaining to schedule and/or meetings.
Keep Executive Director on schedule and prepared throughout the day, including preparing and securing materials for all appointments, meetings, and events.
Serve as representative of the Agency and the Executive Director's Office to public and staff with grace and diplomacy while providing information, materials, and responding to inquiries.
Review Executive Director's e-mail and written correspondence, and drafts responses on behalf of the Executive Director when appropriate. Assist other departments with correspondence they prepare for the Executive Director; reviews and ensures compliance with the Executive Director's Office protocol and guidelines.
Manage Executive Director's travel including arranging flights, cars, hotel accommodations, restaurant reservations, meeting facilities scheduling and rentals, etc.
Research, create, edit and support completion of PowerPoint presentations for Executive Director.
Assist with meeting preparation and execution related to Board, Committee, and other leadership meetings.
Manage, prepare and process Executive Director's budget and related expense reports.
Field inquiries and requests and arrange Agency visits as necessary.
Manage the office of the Executive Director, including phones, filing, routing mail, and ordering supplies.
Support internal leadership meetings with planning, preparation, and follow up, including note taking. .
Understands Agency priorities and identify process improvements to create efficiency and scale for the leadership team.
Support annual operational planning process and cycles.
Track and help drive completion of key deliverables and follow up on outstanding items.
Perform related duties and projects as assigned.
Education and Experience:
Any combination equivalent to: Associates degree or Bachelor's Degree from a 4-year institution (preferred) and five (5) years increasingly responsible administrative support experience related to municipal government or a related field.
Licenses and other Requirements:
Valid California Class C driver's license.
Principles and practices of goal setting, program development, implementation and evaluation.
Principles, practices and procedures related to office managements and support services.
Telephone and email etiquette.
Applicable laws, codes, regulations, policies and procedures.
Brown Act compliance
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Oral and written communication skills.
Operation of a computer and assigned software
Methods of collecting and organizing data and information.
Business letter and report writing, editing and proofreading.
Strong working knowledge of Microsoft Office, specifically Outlook, Word, Excel, and PowerPoint.
Perform varied and responsible secretarial and administrative assistant duties to relieve the Executive Director of administrative and clerical detail.
Prioritize and handle multiple assignments while maintaining commitment to deadlines.
Present professional polish and demonstrate grace and composure under pressure.
Display exceptional written and verbal communication skills.
Execute superior planning, time management and organizational skills; strong background in calendar management.
Conduct oneself with integrity and discretion in handling confidential information and in dealing with professionals inside and outside the Agency.
Ensure smooth and efficient Executive Director office operations.
Ability to take effective and concise notes.
Anticipate the needs, issues, and expectations of the Executive Director over time.
Interpret, apply and explain laws, codes, rules and regulations related to assigned activities.
Work independently with little direction.
Compose correspondence and written materials independently or from oral instructions.
Understand and resolve issues, complaints or problems.
Maintain confidentiality of sensitive and privileged information.
Determine appropriate action within clearly defined guidelines.
Establish and maintain cooperative and effective working relationships with others.
Maintain records and files.
Compile and verify data and prepare reports.
Operate a variety of office equipment including a computer and assigned software.
Complete work with many interruptions.
Plan and organize work.
Meet schedules and time lines.
Make arithmetical calculations with speed and accuracy.
Driving a vehicle to conduct work as required.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Dexterity of hands and fingers to operate a computer keyboard.
Hearing and speaking to exchange information in person and on the telephone.
Sitting or standing for extended periods of time.
Seeing to read a variety of materials.
Bending at the waist, kneeling or crouching to file materials.
Lifting, carrying, pushing and pulling light objects.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed.