Executive Assistant

SUMMARY OF POSITION:

The Executive Assistant provides high-level administrative and operational support to the Executive Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Work directly with the Executive Director to support all aspects of their daily work routine.
• Maintain the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Assist in agency activities and processes including strategic planning, prioritization, initiation, execution, and training, as well as in fostering collaboration of end-users and key stakeholders.
• Assist the Executive Director in the development of presentations and reports for internal and external audiences.
• Determine priority of matters of attention for the Executive Director; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the Executive Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the Executive Director signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time.

POSSESSION OF OR ABILITY TO OBTAIN THE FOLLOWING LICENSES AND CERIFICATIONS:

• Valid unrestricted Colorado Driver’s License
• Notary

KNOWLEDGE

• Excellent written and verbal communication skills
• Mathematical principles, including statistics
• Time-management skills
• Ability to pay attention to detail
• Organization skills
• Ability to multitask
• Advanced understanding of frequently used computer software and programs, such as Microsoft Office
• Interpersonal skills
• Excellent command of grammar, spelling, and punctuation
• Proper method of transcribing tape recordings of official meetings
• Operation of office equipment, computer systems and their associated applications

SKILLS AND ABILITIES:

Ability to effectively:

• Communicate professionally in verbally and in written form.
• Strong typing skills.
• Carry out basic math computations and statistical analysis.
• Plan, manage, organize, and coordinate programs, resources, and services.
• Establish and meet goals and objectives.
• Analyze, interpret, and implement solutions to technical and administrative problems.
• Exercise effective judgement and leadership in day-to-day operations.
• Establish and maintain effective relationships with Executive Director, Deputy Director, Managers, peers, and member agency personnel.
• Use good judgement and follow policy related to confidential and privileged information for employees, and within the operations of ADCOM.

EDUCATION AND EXPERIENCE:

• Preferred – B.A. in Business Administration or related field.
• 3 years’ experience in a related field or a combination of education and experience.

CONDITIONS OF EMPLOYMENT:

• Must pass a pre-employment criminal background check.
• Submit to Computer Voice Stress Analysis.
• Successful candidates must submit to post-offer, pre-employment physical examination and medical history check, if required.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

• Incumbent works primarily in an office setting.
• Position typically requires; extended periods of sitting, standing, light grasp, fine manipulation, talking, hearing, seeing, and repetitive motions; occasionally requires periods of squatting, walking, twisting, bending, kneeling, climbing, balancing, firm grasp and reaching above shoulder.
• Incumbent must also be capable of frequently lifting, carrying, pushing, and pulling of up to ten (10) pounds to move materials and supplies; occasional lifting, pushing, and pulling of up to twenty-five (25) pounds with equipment assistance.

Salary : $69,500 - $104,200