Executive Administrative Assistant

GENERAL OVERVIEW:

The Executive Administrative Assistant will work under the direct supervision of the Executive Director to assist with the delivery of day-to-day operations of the office of the Executive Director. This position requires a high level of professionalism and confidentiality. Some in-state overnight travel may be required. The Executive Administrative Assistant is expected to adhere to all CES Board Policies and Administrative Regulations.

MINIMUM REQUIREMENTS:

Associates Degree in secretarial services, or equivalent

Three (3) years’ experience in an Administrative Assistant or secretary position

Proficient with Microsoft Office

PREFERED BACKGROUND:

Preferred background is subject to change from time to time to meet the needs of CES.

Bachelor’s degree

Five (5) years’ experience as an Executive Administrative Assistant

Intermediate use of Microsoft office products and Adobe.

KNOWLEDGE/ TECHNICAL SKILLS/ ABILITIES:

Intermediate knowledge of Microsoft Office tools (Excel, Word-including mail merge, PowerPoint, Publisher, Outlook)

Excellent typing and proofreading skills

Excellent written and oral communication skills

Excellent phone skills

Excellent interpersonal skills and social skills

Ability to communicate clearly with others

Ability to multitask and organize

Ability to work quickly, accurately, and independently

Ability to create reports and memorandums on behalf of the Executive Director

Ability to transcribe audio to written note

Ability to protect confidential information

Ability to think independently and offer viable solutions to problems

Ability to interact professionally with staff, customers, and vendors and work in a team setting

GENERAL JOB INFORMATION

Equipment Used in Performing Job (including but not limited to):

Microsoft Operating system and CES specific software

Copier, fax and scanner

Multiline phone

Dual monitors

Physical Requirements/Work Environment (including job hazards):

A standard environment is provided. Position requires sitting and walking intermittently throughout the

day. Periods of time spent on computer using and developing word documents, databases, and spreadsheets. Requires close visual acuity to detail, unpacking boxes and assembling items ordered as needed. Must be able to lift 30 pounds.

ESSENTIAL JOB TASKS:

All tasks are performed in accordance with established policies, procedures, safety and environmental regulations and computer security guidelines. Tasks are subject to change from time to time to meet the needs of the organization. This position acts as a backup to the Receptionist. Other duties may be assigned at the discretion of the CES management team.

Communications:

• Prepare brochures and other marketing materials
• Monitor telephones and messages to the Executive Director
• Provide Business office with information regarding new Members and Participating Entities

Data Entry:

• Track Institution data
• Prepare staff data
• Mail and summarize surveys and evaluation instruments
• Keep Members and Participating Entity information updated and posted to the website

Document and Report Preparation

• Transcription of Executive Committee and Board minutes from recorder; submit to appropriate parties and post to website by due dates
• Preparation of letter and documents from written text
• Assist Directors with yearly updating of Board Policy

Meeting Coordination:

Regional Meetings:

• Email invitations
• Track responses/attendees
• Contact vendors
• Prepare meeting packet for distribution
• Send Thank you notes
• Follow-up with check-off sheets

Facility Managers Workshop/Full Board Meeting:

• Work with an internal team to plan and execute a statewide, multi-day workshop
• Mail invitations
• Prepare Meeting material (brochure, program, name tags, posters)
• Track attendees
• Track vendor booth registrations
• Monitor on-line and walk-up registration
• Coordinate hotel plans
• Coordinate invoicing with business office
• Thank you letters to speakers and participants

Recording Secretary to Board of Directors and Executive Committee

• Prepare meeting agenda and Board packet
• Post agenda and meeting packet on website at require time
• Attend and take minutes at Board and Committee meetings
• Monitory agency documents for appropriate signatures, compile information and scan into management system
• Track agency members and participating entities
• Update enabling documents (Joint Powers Agreement)

Other duties as assigned

Every attempt has been made to provide a fair representation of the job. It is not possible, or advisable, to list every duty and/or responsibility in detail. The job includes the requirements, general or specific; preferences; and essential functions listed above, in addition to any other duties as required by the immediate supervisor. Additionally, all information contained within this job description is subject to change, as may be necessary from time to time, to meet the evolving needs of CES.

Position open until filled.

Job Types: Full-time, Contract

Pay: From $60,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person