POSITION TITLE: Executive Assistant
STATUS: Full Time, Non-Exempt
REPORTS TO: Executive Director
Reporting directly to the executive director, the executive assistant provides executive support in a one-on-one working relationship. The executive assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The executive assistant will have the ability to work independently on projects, from conception to completion, some of which may have organizational impact. Must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles and Responsibilities:
- Completes a broad variety of administrative tasks for the executive director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the executive director’s schedule is followed and respected. Provides “gatekeeper” role, creating win-win situations for direct access to the executive director’s time and office.
- Communicates directly, and on behalf of the executive director, with commission members, partners, and others, on matters related to the executive director’s programmatic initiatives.
- Provides a bridge for smooth communication between the executive director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with all staff.
- Works closely and effectively with the executive director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the executive director updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the executive director, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence and other tasks that facilitate the executive director’s ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Answers phone calls, greets visitors, and directs to appropriate staff.
Commission Support and Liaison:
- Serves as the executive director’s administrative liaison to Region Nine Development Commission’s commissioners.
- Assists commissioners with travel arrangements, lodging and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all commissioner members.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding commission and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders; including staff, commission members and external partners.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward-looking thinker, who actively seeks opportunities and proposes solutions.
- Minimum of three years of executive assistant and/or administrative experience providing comprehensive support to executive level management.
- High school diploma, Associates or Bachelor’s degree preferred. Relevant experience may be substituted for education.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat.
- Experience and interest in internal and external communications, partnership development and event planning.
Employee benefits include health insurance, health savings account with employer contributions, pre-tax flexible spending account, life insurance, PERA retirement benefit, paid holidays and vacation time, sick leave and additional voluntary benefits available.
- Resumes will not be accepted without a cover letter and completed application. Posting will remain open until position is filled.
- This job description is not intended to be all-inclusive. The employee will perform additional reasonably-related job duties as assigned by the executive director.
Region Nine Development Commission reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.
- $14.85 to $21.61 hourly
- Class B
- Depending on qualifications
Region Nine Development Commission is an EOE/ADA Employer.