Executive Assistant
Executive Assistant
Job Title: Executive Assistant
Date: October 2021
Department: Agency Planning Council
Reports to: Agency Planning Council (APC) Member
Job Overview
The Executive Assistant will provide administrative support primarily to APC members. Responsibilities may include supporting agency meetings; making travel arrangements; preparing reports and financial data; training and mentoring other support staff; customer relations; ability to work in a fast-paced environment; and remaining flexible, proactive, resourceful and efficient.
The Executive Assistant must be a mature, discreet individual who has the ability to exercise diplomacy while maintaining a high level of professionalism and confidentiality. Duties require excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. The Executive Assistant must also have strong Google, Microsoft Office, and internet research skills.
Job Functions
- Provides comprehensive administrative support to APC members (and potentially other leaders), including but not limited to processing mail, routing correspondence, researching, drafting letters and documents, collecting and analyzing information, and preparing purchase orders, and maintaining files.
- Organizes and maintains an accurate and detailed calendar, including conferences and travel; schedules and confirms appointments with staff and external clients.
- Supports various agency meetings, including but not limited to the following: scheduling, materials preparation, meeting minutes, distributing action items, room reservation, equipment reservation, and meeting setup/tear down.
- Maintains a system for distribution and follow-up of delegated tasks and correspondence.
- Establishes and maintains departmental files, records, databases, Google groups and communications, maintaining confidentiality where needed.
- Attends board meetings as needed; attends and participates at Agency meetings.
- Answers questions from the staff and general public regarding agency mission and goals.
- Utilizes standard agency office technology to support work functions and manage projects.
- Serves on various Agency and/or external committees as directed.
- Learns/performs duties of the Board Secretary in order to provide back-up in the absence of or during periods of heavy workload for the Board Secretary and/or the other Executive Assistant.
- Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, and utilizing online learning tools and resources.
- Initiates recommendations for the effective and efficient performance of the office.
- Demonstrates cultural competence and behaviors consistent with Heartland AEA core values, vision, and mission.
- Regular, predictable, consistent attendance is essential, and flexibility in the workday schedule is necessary at times.
- Other duties as assigned.
Confidential Information
The position has access to highly confidential information so a background check is required.
Education, Experience, and Knowledge
- High school diploma or equivalent required. Associates of Arts degree preferred.
- Minimum of five years current experience as an administrative assistant; preferred experience working with the board and members and executive administrative staff.
- Position requires someone who is intellectually curious; ability to take initiative and work independently; evaluates and prioritizes tasks, and works well under heavy workloads, deadlines and sometimes stressful situations.
- Position requires good verbal, written and analytical skills, and to be detail-oriented.
- Knowledge of agency organization, policy, standard procedures, programs and services to accurately answer questions and be able to direct staff and clients appropriately and effectively.
- Demonstrated ability to operate standard office technology, use a computer and utilize agency software applications (ie: Google Workspace, Microsoft Office, Zoom) and other relevant tools to support managing agency projects.
- Demonstrated ability to train others.
- Able to establish and maintain effective relationships with employees and supervisors.
Essential Physical Demands and Typical Working Conditions
Physical demands include bending, carrying, pushing-pulling, reaching, sitting, standing, walking, and extremes of temperature and humidity. Hazards include stairs and communicable diseases.