Executive Assistant

Essential Responsibilities

• Manages the office, administrative, and organizational details of the Executives.
• Manages complex calendars, arranges for meetings, appointments and travel arrangements.
• Screens and prioritizes correspondence received by the Executives that requires attention. Forwards correspondence to appropriate person. Ensures response to routine correspondence is done.
• Oversees the logistics for meetings. Facilitates and coordinates follow up on pending matters as a result of meetings attended. Initiates agenda and compiles material necessary for follow up meetings; reviews with the Executives.
• Screens and prioritizes correspondence received by the Executives that requires attention. Forwards correspondence to appropriate person. Ensures response to routine correspondence is done.
• Ensures that office filing systems are maintained and follows standard procedures for permanent records retention and retrieval.
• Assists in the preparation of the annual plan and budget.
• Provides direction and leadership for special projects.
• Facilitates and follows up on concerns/complaints from the general public/beneficiaries that require the attention of the Executives.

Qualifications

• Bachelor’s degree and three years of administrative experience in the highest level of the organization or Associate’s degree and five years of the same experience; or an equivalent combination of education, experience and training.
• Thorough working knowledge and proficiency of Microsoft Office programs: Word, Excel, PowerPoint, Outlook, and other related software required.

Job Competencies

• Adaptability to Change: Adjusts to change and uncertainty, able to shift gears and can act in ambiguous or uncertain situations. Able to improvise, multi-task and prioritize in a changing environment while maintaining composure.
• Communication: Requires excellent communication and interpersonal skills.
• Drive for Results: Focuses on achieving goals and holds self and others accountable for expected results. To be successful in this position, the candidate must be results oriented and have the demonstrated ability to effectively prioritize workflow.
• Trust and Ethical Practice: Understands and acts in accordance with organizational values; is widely trusted and is able to maintain confidentiality.
• Proactive Problem Resolution: In conjunction with others, works to take a proactive approach to anticipating, preventing, and solving problems.

Mental And Physical Demands

• Perform light physical work, including climbing, stooping, kneeling, crouching, reaching, and lifting weight of up to 25 pounds.
• Exposed to outdoor climate and diverse terrain.