Executive Assistant

Description

• POSITION SUMMARY
  
  

Under the direct supervision of the Director of Administration, the Executive Assistant, as the first point of contact of the Administration department, will perform various administrative support duties at the executive level. Refers to organizational problems and inquiries to the appropriate department; composes, edits, and proofreads correspondence and reports; and prepares various administrative documents. This role requires a high level of confidentiality.

• ESSENTIAL DUTIES AND RESPONSIBILITIES
• Screening and handling telephone communications, greeting, and directing visitors, as appropriate; serves as a primary point of contact and liaison on various day-to-day issues.
• Keeps the Executive Staff apprised of all relevant support information such as developing, arranging, and coordinating meeting times, schedules, and locations for such meetings and advisement.
• Composes and prepares written documentation and correspondence for the department; screens and evaluates incoming and outgoing mail for the CEO’s office and prepares appropriate responses.
• Gathers, enters, and updates data to maintain records and databases, as appropriate; establishes and supports files and documents for the department.
• Coordinates and performs a range of staff and operational support activities; liaises with other operating units in day-to-day administrative and operational activities.
• Provides support to the Director of Administration with logistics and office equipment usage in preparation for meetings.
• Coordinates and oversees the day-to-day management of supplies, equipment, and office facilities, including maintenance, inventory management, security, and related activities.
• Provides administrative support in special projects/events such as all staff meetings, holiday parties, retreats, etc.
• Schedules and coordinates meetings, events, interviews, appointments, and other similar activities for the administration department, which may include coordinating travel and lodging arrangements.
• Prepares or assists with entering data for statistical and narrative reports; performs basic information gathering and data entry.
• Ensures kitchen and supply room are stocked.
• Sorts, screens, reviews, and distributes incoming and outgoing mail throughout the department.
• Performs miscellaneous job-related duties as assigned.
• MINIMUM EDUCATION AND EXPERIENCE
• Graduate of Business College or Associate degree in a related field preferred.
• One to three years of experience directly related to the duties and responsibilities specified.
• KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
• Skill in organizing resources and establishing priorities.
• Strong interpersonal and communication skills and the ability to work effectively with various constituencies in a diverse community.
• Knowledge of planning and scheduling techniques.
• Ability to make administrative/procedural judgments.
• Records maintenance skills.
• Knowledge of ordering supplies, equipment, and services and inventory control.
• Organizing and coordinating skills.
• Ability to analyze and solve problems.
• Receptionist skills
• Word processing and data entry skills.
• Ability to create, compose, and edit written materials.
• Ability to maintain calendars and schedule appointments.
• Knowledge of travel/lodging planning and scheduling.
• Ability to gather and analyze statistical data and generate reports.
• PHYSICAL CHARACTERISTICS/WORKING CONDITIONS
  
  

This position contains diverse demands and priorities. There are frequent opportunities to relax from any physical exertion, change position in work activities, or break from computer application tasks.

• Physical Effort and Dexterity: Good dexterity to operate personal computers and office equipment. Occasional lifting and carrying related to office duties.
• Machines, Tools, and Equipment Required to be Operated: Can use office machines and personal computers for word processing, data entry, and spreadsheet applications.
• Visual Acuity, Hearing, and Speaking: Must be able to read a computer monitor and outputs accurately. Must be able to communicate clearly and accurately for work and safety compliance.
• Environment/Working Conditions: Work is mostly inside an office in a controlled environment. Normal office safety precautions and practices are required. The position requires travel throughout the Albuquerque metropolitan area. Work is regularly scheduled Monday-Friday, although weekends and evenings may be required to meet with members of the Board of Directors and meet deadlines. Fixes asset inventory may require bending, squatting, or lifting.
  
  

This description lists the major duties and requirements of the job and is not all-inclusive. Applicants may be expected to perform job-related duties other than those in this document and may require specific knowledge and skills.