Employment

                        Executive/Administrative Assistant

SUMMARY: Provides administrative and secretarial support of a wide and complex nature to the CEO and/or other administrators as needed; develops and implements procedures to ensure efficient communication and coordination of operations and services; researches special projects; and performs all other related duties.

ACTIVITIES:

OFFICE COORDINATION

Collects relevant information; determines the format and content of written communications; coordinates events and meetings; initiates research and provides background documentation on matters requiring the administrator’s attention; assumes responsibility for timely completion of the specials projects or tasks; assists in all pertinent matters; chairs and participates in meetings as assigned; formats presentations and prepares agendas for meetings, workshops, and conferences; prepares complex reports; disseminates information; and assists in preparation of material for presentation to the Board of Directors.

ADMINISTRATIVE AND SECRETARIAL SUPPORT

Work together well with management, staff, and internal and external individuals and groups of various levels, and enhances communication with the same; prioritizes and calendars the administrator’s activities; assists in developing and monitoring branch and/or office procedures analyzing activities needed to be addressed; coordinates and verifies travel arrangements; prioritizes and prepares responses to correspondence as appropriate.

SUPERVISION

This job has no supervisory responsibilities.

RELATED ACTIVITIES

Performs all other related duties.

DECISION-MAKING AND PROBLEM SOLVING: Conducts research, analyzes data, and initiates necessary changes to maximize the effectiveness of assigned projects. Participates in developing and implementing short-term plans in own program/department. Situations are varied and moderately complex.

REQUIRED MINIMUM SKILLS AND ABILITIES: Ability to prepare, produce, duplicate and disseminate complex information in variety of formats effectively using a variety of software applications programs – All Microsoft Office programs, Photoshop and web design; ability to operate a variety of office equipment; skill to organize and prioritize responsibilities; ability to research, reason, and effectively resolve problems; knowledge of the principles and practices of research, analysis, project planning, and office management; knowledge of proper office procedures, operations and systems. Skill in communicating orally and in writing with large and small groups; skill in collecting and assembling data, preparing reports, monitoring progress, analyzing data; ability to modify systems, procedures, and programs within area of responsibility; ability to direct and train others of comparable skill; and skill in working effectively with others in a wide variety of situations.

REQUIRED MINIMUM TRAINING, EDUCATION, AND LICENSING: Successful completion of thirty months of training as an executive or administrative assistant or a related field; a Bachelor's degree is desirable.

REQUIRED MINIMUM PRIOR WORK EXPERIENCE: Three years of progressive job-related experience with demonstrated competence in preparing complex written materials and in communicating with a variety of audiences preferably in an educational institution.

SPECIFIC POSITION REQUIREMENTS: Depending on the respective assignment, some positions in this classification may require: ability to type at a corrected speed of 50 net words per minute; and the ability to speak, read, and write in another language other than English. Computer knowledge in all Microsoft Office programs, Photoshop, and web design. Bi-lingual candidate is preferred.

WORKING CONDITIONS:

Environment: Indoor, office setting.

Physical Requirements: Hearing and speaking to exchange information and on the telephone; seeing to read, prepare and proofread documents; sitting for extended periods of time; dexterity of hands and fingers to operate a computer keyboard and other office equipment; kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies; lifting light objects.