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Tuesday, 13 March 2007 |
Title: Executive Assistant
Supervisor: CEO
Status: Non-Exempt
DEFINITION:
Assists the Chief Executive Officer in effective day-to-day operation of the President's office. In addition to providing the services of a personal secretary, the position serves as an executive assistant interacting with Board Members, staff and community leaders in person and by telephone; preparing correspondence; taking/transcribing minutes of meetings; by maintaining CEO’s calendar; etc.. The successful assistant thrives in an environment of service, anticipating the President’s needs and how to meet them. The assistant must use good judgment in decision-making and realize that the position is one of prominence and influence throughout the agency.
DISTINGUISHING CHARACTERISTICS:
The Executive Assistant represents the CEO in interaction with the Provident staff, members of the Board of Directors, professionals within the industry and leaders in the St. Louis Community with whom the CEO comes into contact.
An essential element to this position is maintaining a professional image of the office and the organization. Correspondence and taking/transcribing minutes of Board and committee meetings require excellent skills and ability to interact effectively with a wide range of people.
Much of the CEO’s correspondence, meetings and telephone communication are of a confidential nature and requires that the Assistant be able to effectively and appropriately deal with such information sensitively.
PRINCIPLE DUTIES:
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Manages the communications, correspondence, policies, manuals, records and any other material pertaining to the CEO and the Board of Directors.
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Answers the telephone, screens calls appropriately and takes messages; makes calls to obtain or relay information as representative of the CEO.
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Prepares written correspondence for the CEO such as cover letters, transmittals, responses to requests for information and so on.
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Screens, prioritizes, manages and organizes incoming correspondence.
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Takes/transcribes dictation for the Board of Directors meetings and committee meetings.
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Maintains confidential information and files for the CEO, Board of Directors and committees. Is able to maintain the confidentiality of all information that passes through the CEO’s office. Is never the source of “leaks,” nor participates in gossip sharing.
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Maintains corporate information, the corporate seal, archival / historical information.
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Maintains CEO’s calendar, schedules meetings with Board of Directors and staff. Makes travel arrangements for the CEO.
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Prepares meeting agendas, gathers necessary materials, prepares the room and makes food/beverage arrangements for Board of Directors and other meetings.
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As the senior administrative position within the agency, the Assistant serves as a model to other support personnel throughout the organization in dress, comportment, attendance, attitude.
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Performs other secretarial and assistant duties as assigned or as appropriate to keep the CEO’s office operating efficiently and to help the agency in its mission of serving the community.
JOB- SPECIFIC KNOWLEDGE AND SKILLS:
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Proficiency in the use of Microsoft Office applications. Willing to implement additional software needed to bring efficiency to the office.
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Knowledge of general office procedures, equipment and filing systems.
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Proficiency in shorthand or speedwriting, spelling, business writing, grammar, and proofreading.
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Ability to work accurately with multiple details and organize work efficiently.
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Able to work on several tasks simultaneously without sacrificing accuracy or efficiency.
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Good judgment in prioritizing work to meet the needs of the organization.
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Excellent telephone and people skills with the ability to work effectively with all sorts of people from all walks of life.
COMPENTENCIES:
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Attitude- maintains positive disposition, remains enthusiastic, dependable, and professional
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Communication – strong, effective written and oral communication skills
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Judgment- ability to take appropriate and productive actions in accordance with organizational policies
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Problem Solving/ Decision Making- ability to work through problems by using conceptual and creative thinking
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Flexibility- ability to adapt to changing priorities and situations, willing to learn new skills, ability to handle pressure-filled situations
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Teamwork-ability to work cooperatively and productively with others (both internally and externally)
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Service Orientation- ability to work with the safety and satisfaction of clients and co-workers in mind, remaining friendly and courteous, recognizing and successfully handling cultural differences
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Organizational - ability to manage time and work demands, ability to manage multiple tasks at once
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Initiative-ability to take action without having to be told; participates in self-improvement and developmental activities
DESIRABLE QUALIFICATIONS:
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Minimum of High School Education with secretarial/business courses.
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Six to eight years experience in responsible secretarial or administrative assistant position.
PHYSICAL CHARACTERISTICS:
Must be capable of lifting or carrying up to 20 lbs.
WORKING CONDITIONS:
Talking face to face - 50%;
Writing and performing administrative work - 40%
Walking - 5%;
Standing - 5%
The above statements are intended to describe the general nature and level of work
being performed by people assigned to this job. They are not intended to be an
exhaustive list of all responsibilities, duties and skills required of personnel so
classified.
CPR, Disaster and First Aid Training Certification Required
EOE M/F/D/V
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