Executive Assistant

Summary

Support the Mission of the Department of Emergency Services; to promote and assist in providing safety and security to Chester County citizens so they can work, live, and grow in a healthy and safe community.

The Executive Assistant provides direct support to the Director of Emergency Services, and members of the Executive Team as necessary. This position serves as the liaison between the Director and all internal and external stakeholders to ensure a high level of customer service is always maintained. Duties of this position include preparing and reviewing correspondence, meeting coordination and support, document management, project management, and general receptionist responsibilities. This position will perform projects of a moderate to highly skilled nature.

All Department of Emergency Services employees are essential personnel and may be required to work during non-business hours for extended periods of time. Essential employee duties may involve assignments within the Emergency Operations Center (EOC), deployment to a field location, or other duties as required during periods of emergencies or training/exercise. Emergency assignments may be performed under adverse conditions, continue for periods ranging from a few hours to several weeks, and may require travel.

Essential Duties

• Provide executive level support and clerical duties for the Director of Emergency Services
• Perform receptionist duties (answer phones, greet visitors, organize, arrange, and maintain files as well as respond to direct inquiries and correspondence).
• Represents the Director by reviewing correspondence, arranging department functions, answering questions and meeting requests directed to the Director.
• Provide excellent customer service to internal and external customers and stakeholders.
• Compose correspondence for the Director’s signature.
• Prepare documents and presentations including text, graph, photo, tabular charts, and embedded media.
• Maintain office supply cabinets and place orders as needed.
• Prepare agendas, meeting minutes, reports, and/or analyses.
• Attend and assist with internal and external public relations events.
• Coordinate, plan and assist with meetings and conferences for the department.
• Arrange department travel and meetings by developing itineraries and agendas, and scheduling transportation, lodging, and meeting accommodations.
• Coordinate Executive Staff actions and serve as liaison among staff.
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans as needed.
• Update job knowledge by participating in educational opportunities, reading professional publications, maintaining personal networks, and participating in professional organizations.
• Ensure supplies, tools and resources are available to department personnel so they can accomplish their mission.
• Assist with Emergency Operations Center (EOC) activations and drills.
• Perform all other duties, tasks, and special projects, as assigned by the Director of Emergency Services.

Qualifications/Preferred Skills, Knowledge & Experience

• High School Diploma or General Education Degree (GED).
• Minimum two years of office/administrative experience 
• All DES employees must successfully complete the following FEMA course within 6 months of hire:

1. IS100 – Introduction to the Incident Command System
2. IS200 – ICS for Single Resources and Initial Action Incidents
3. IS700– National Incident Management System, An Introduction
4. IS800 – National Response Framework, An Introduction
5. IS2200 – Basic Emergency Operations Center Functions

• Excellent communication skills (verbal and written).
• Ability to maintain confidential information and handle confidential matters.
• Strong organizational skills.
• Ability to work independently and proceed with objectives without supervision.
• Advanced computer skills in Word, Excel, PowerPoint, Microsoft Outlook, etc.
• Intermediate math / accounting knowledge.
• Strong knowledge of grammar and spelling. 
• Advanced typing skills 
• Intermediate knowledge and skill with modern office equipment (scanner, copier, label printer, etc.). 
• Advanced customer service skills and experience.
• Ability to work as part of a team.
• Ability to remain composed under pressure.
• Ability to consistently meet deadlines.
• Excellent event planning skills including meetings, trainings, and conferences.
• Valid State driver’s license.

Preferred Skills, Knowledge & Experience:

• Associate degree from an accredited college or university with courses in office administration, or equivalent combination of education and experience.
• Strong ability to use common sense understanding to carry out written or verbal instructions.        
• Ability to handle and resolve recurring problems.
• Strong time management skills with the ability to establish priorities (remain focused on daily operations). 
• Project Management experience. 
• Able to carry tasks to completion and keep track of action items concerning department goals. 
• Accurate and detail oriented.
• Advanced interpersonal skills.
• Exhibits a willingness to learn new tasks.
• Maintain a flexible outlook to meet longstanding objectives as well as newly assigned tasks which might have a quick (less than 24 hour) turnaround time. 
• Ability to handle constant interruptions while maintaining composure and tact.
• Ability to multi-task.

Other:

• Confidentiality is crucial to this position.
• This position requires professionalism, tact, and a high degree of executive presence. 
• Flexibility to participate in the Emergency Operations Center for emergency or drill activations, as required.
• Ability to work extended hours, as required.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.

Computer Skills: 

To perform this job successfully, an individual should have:

• Intermediate to Advanced Microsoft Office skills
• Intermediate to Advanced Outlook skills (email & calendar)
• Intermediate to advanced cyber navigation skills for research purposes

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit, walk, stand, and talk or hear. On occasion, the employee will need to reach above shoulder height. Rarely will they need to work with arms above shoulders; kneel, stoop, crouch, or squat; crawl; climb stairs; climb or work on ladders; push, lift or carry item; work with office machinery; drive a vehicle; work with an uncommon level of noise; and taste or smell.

The special vision requirements for this job are as follows:

• Close vision (clear vision at 20 inches or less) – office work
• Color vision (ability to identify and distinguish colors) 

Work Environment:

• The noise level in the work environment is usually quiet but can be moderate to loud depending on the assignment. Work assignments can change rapidly.
• Will occasionally be exposed to outside weather and adverse weather conditions.
• Will be required to operate a motor vehicle; at times this may include hazardous driving conditions.
• Will occasionally be required to work extended hours, nights, weekends, and holidays.