EXECUTIVE ASSISTANT

POSITION SUMMARY:

The Executive Assistant will be responsible for a full range of administrative and logistical support for the Executive Director (ED) and other members of the executive team as needed. The individual must be organized, proactive, resourceful, and efficient with an ability and desire to work independently with limited supervision and speak and write well and clearly. The ability to interact with internal and external stakeholders in a fast-paced environment, sometimes under pressure, while maintaining a positive and professional attitude is crucial in this role.

COMPETENCIES AND EXPECTATIONS:

Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to inform analysis; designs work flows and procedures.

• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities;
• Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
• Customer Service - Manages difficult or emotional staff, board and member situations; responds promptly to stakeholder needs; solicits feedback to improve service; responds to requests for service and assistance; meets commitments and establish expectations.
• Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings; able to brief the Executive Director clearly and succinctly.
• Discretion – Performs a variety of administrative and executive support tasks that are highly confidential and sensitive.
• Written Communication – Composes routine correspondence and reports; writes clearly and informatively with correct English usage and grammar; edits work for spelling and meaning; varies writing style to meet needs and audience; presents numerical data effectively; able to read and interpret written information.
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• 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.

 POSITION SPECIFIC DUTIES:

•  Responsible for all administrative and clerical detail for the ED utilizing initiative,    problem analysis techniques, and good judgment.
•  Make decisions where precedents may not have been established.
• Answer and screen ED phone line, intra/interoffice, postal and, as needed, electronic mail; receive and relay messages; handle requests for information and assistance. As the gateway to the ED identifies priorities and then communicates those to ED.
• Maintain and coordinate ED calendar.
• Plan business trips, utilize the company travel system to book air/ground tickets, arrange for accommodations, reserve car rentals, track receipts and prepare expense reports.
• Schedule and coordinate meetings, conferences, and teleconferences requiring interaction with both internal and external executives, officers, and stakeholders.
• Research, compile, assimilate, and prepare confidential and sensitive documents.
• Coordinate and manage assignments and associated logistics and documentation.
• Interact with board of directors; schedule and meeting preparation, answer general queries, and edit and distribute materials for review prior to meetings.
• Serve as a liaison and gatekeeper between ED and others by transmitting directives, instructions, and assignments and following up on same.
• Exceedingly well organized and highly professional demeanor.
• Ability to interact in a fast paced environment, under pressure, remaining flexible, proactive, resourceful and efficient.
• Ability to multitask, to accommodate changes and effectively prioritize.
• Takes notes at meetings and produces finished minutes or reports quickly.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Other duties as assigned.

  PHYSICAL DEMANDS:

Occasionally required to sit; occasionally required to walk; occasionally required to reach with hands and arms; occasionally required to talk or hear; occasionally required to bend, lift or climb stairs; Occasionally required to lift light weights (less than 25 pounds).

 WORK ENVIRONMENT:

The noise level in the work environment usually is low to moderate

HIRING SALARY RANGE:                         Dependent on experience

 JOB CLASSIFICATION:                           Full-time, Exempt 

 EOE:                                                          NACCHO is an Equal Opportunity Employer

 SELECTION PROCESS:                  We only accept applications that follow the electronic

process. No phone calls please. No Recruiters.

 Qualified applicants should send a cover letter and resume with salary requirements to: mailto:82587-CJB-0@naccho.hrmdirect.com

APPLICATION INSTRUCTIONS
Please email your resume in MS Word, RTF, HTML, or ASCII text format. If you wish to enclose a cover letter, please include it in the body of your email message.

EDUCATION/EXPERIENCE/SKILLS:

 Bachelor's degree and certification in relevant professional field with a minimum of 5-7 years relevant work experience; or equivalent combination of education and experience, including a relevant certification. 

§  Knowledge of standard office administrative practices and procedure.

§  Required: 4 + years direct experience as an Executive Assistant to VP or CEO/President.

§  Excellent telephone etiquette and ability to operate multiple phone lines.

§  Proficiency and in-depth knowledge of Internet Explorer, Microsoft Suite, Windows Operating Systems, Web Conferencing software and other fundamental software applications.

 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.