Executive Assistant

Position Summary

The Executive Administrative Assistant is responsible for administrative and thorough day-to-day support for executive leadership, in addition to serving as a liaison between the CEO’s office, leadership team, and executive team. This role is responsible for maintaining confidentiality of all matters related to the Executive office and assigned duties.

Essential Duties & Responsibilities

ADMINISTRATIVE SUPPORT

- Prepare a variety of complex reports, such as payroll and expense reports, attending meetings to gather information, conducting internet and other research, and writing draft documents

- Prepare a variety of documents, requisitions, purchase orders, resolutions, and other correspondence

- Prepare, facilitate, and manage the tracking status of financial, administrative, and budgeting reports; assemble reports for Board and Executive review

- Create and maintain a system for organizing and storing both electronic and hard-copy information and records, and implement record retention policies and procedures

- Attend and assist with Open Session and Board meeting execution, as needed

- Follow up on sensitive customer complaints and inquiries

- Make all travel arrangements for Executive team, and assist with Board of Trustees affairs for business meetings, as needed

- Coordinate, perform, and facilitate special projects and other duties as assigned

- Verify, consolidate records, and execute specific documents on Executive members’ behalves

- Provide skilled, highly responsible support to Executive and Leadership teams, assisting in completion of their professional duties and responsibilities

COMMUNICATION

- Maintain appointment schedules and calendars for Executive members and provide reminders as appropriate.

- Coordinate and organize meetings, including notification to prospective attendees, set-up, pre-and post-meeting correspondence, meeting minutes and records, and any required follow-up

- Receive and screen communications to Executive members, including telephone calls, mail and email messages, and provide assistance using independent judgment to determine items requiring priority attention; research and respond to communications as appropriate, tactfully on behalf of Executive members

- Provide information, organize meetings, and serve as the liaison for Executive office communication with other city departments, community organizations, committees, and the public. Follow-up on assignments given to management staff and provide status reports to Executive members

GENERAL RESPONSIBILITIES

- Maintain regular attendance; leave schedule should be managed so as to not interfere with the ability to accomplish tasks, including special projects and assignments with deadlines

- Adhere to NBU safety guidelines and practices at all time and in all situations

- Maintain a clean and safe work area, office, field site, and vehicle as applicable

- Develop and maintain effective customer service skills for communications with co-workers, customers, and the public, in general

- Maintain strict confidentiality of business, employee, and customer information in written and oral communications and safeguard sensitive documents

- Adhere to NBU policies and procedures

- Exemplified NBU Core Values of Integrity, Stewardship, Team, Culture and Safety

- Participate in and support initiatives to reach annual NBU Performance Measures

Other Minimum Qualifications

Behavioral Competencies

- Organizational skills. Consistently manage workloads effectively, use resources efficiently, and orchestrate multiple activities at once to accomplish a goal. Ensure that all follow-up responsibilities are completed timely and with minimal supervision.

- Anticipate, improvise, and adapt for optimal resolutions.

- Communication skills. Ability to write clearly and succinctly. Communicate effectively with Executives to express thoughts and ideas clearly.

- Process Oriented. Good at figuring out the processes necessary to get things done, knows how to organize people and activities, understands how to separate and combine tasks into efficient work flow, understands business needs and trends and can see opportunities for synergy and integration.

- Attention to Detail. Double-checks the accuracy of information and work product to provide accurate and consistent work. Provides information on a timely basis and in a usable form to others who need to act on it. Carefully monitors the details and quality of own and others' work. Completes all work according to procedures and standards.

- Preference for experience in legal and/or policy development, including research, drafting, and analysis of legal documents or policy proposals.

Other Software Knowledge

ADP, SDOL, Adobe, Harris, Laserfische

Experience with Machines, Tools, Equipment and Other Work Aids

Telephone, copier, scanner, fax, machine, postage machine, typewriter, shredder, paper cutter, whole punch, label maker, stapler, calculator, binding machines