Executive Assistant

NATURE OF WORK: Performs administrative duties for the Chief Executive Officer as well as other executive management personnel. Responsibilities include general clerical duties, screening calls, making travel and meeting arrangements, preparing reports and data entry. Requires strong computer and Outlook skills. Also calls for flexibility, excellent interpersonal skills, Board coordination experience, and the ability to work well with all levels of management and staff.

ESSENTIAL DUTIES:

• Coordinates schedule and activities of the CEO.
• Screens calls for CEO and prioritizes calls and appointments.
• Opens, date stamps, sorts and purges CEO mail.
• Maintains the agencys community mailing list.
• Arranges calls, appointments, meetings, accommodations and travel schedules.
• Composes correspondence, as needed.
• Conducts computer data entry and retrieval.
• Prepares, records and disseminates minutes of internal meetings.
• Develops and maintains filing system.
• Maintains independent contractor files and is responsible for tracking and monitoring of such.
• Generates reports as necessary for CEO or other executive management staff.
• Coordinates preparation of Board and Board Committee Meetings, including the distribution of notices and Board Packets, conducting reminder calls prior to meeting and preparing facilities for the meetings.
• Attends Board Meetings to take minutes and then subsequently prepares minutes for distribution and filing.
• Operates normal office equipment such as computers, phones, fax machines, scanners and copiers.
• Greets visitors and assists them with their needs by directing them or securing appropriate personnel to assist them.
• Projects a professional image to the public.
• Follows Valleys policies and procedures.
• Performs transcription duties as needed.
• Monitors, maintains and uses, appropriately, all equipment and supplies.
• Supports and/or helps in the training of new employees as required.
• Cross-trained to perform functions in the areas of medical records, intakes and reception.
• OTHER DUTIES AS ASSIGNED.

MINIMUM QUALIFICATIONS:

• Ability to perform Essential Duties as outlined below.
• High School Diploma or Equivalent.
• Working knowledge of computer applications including Microsoft Outlook and Word.
• Two years previous experience in an administrative assistant/executive secretarial position.
• Ability to type a minimum of 50 wpm.
• Ability to perform transcription.
• Basic numeral/alphabetical filing skills.
• Ability to communicate verbally and in writing with individuals of the Board, organization and departments of state government.
• Must demonstrate integrity and respect for confidentiality.
• Must possess outstanding organizational skills.
• Ability to work with limited direct supervision.
• Ability to comply with Clients Rights.
• Ability to comply with Valleys and Division departmental safety procedures.
• Ability to read, speak and write the English language.

PREFERRED QUALIFICATIONS:

• Previous experience working for a CEO or Executive Director
• Two years of college or advanced technical training.