Executive Assistant
Job Type
Full-time
Description

Job Summary

To assist the Executive Director/CEO with overall operations by answering calls and inquiries, composing and preparing letters, documents, and reports, coordinating meetings, receiving and transmitting information, supervising assigned staff, maintaining files and records. Preparation for meetings includes making meeting location reservations, preparing agendas, and notifying attendees. Establishes and maintains contractual agreements, maintains insurance portfolio, and prepares invitations to bid as needed. Oversees payroll for administrative staff. Assists in the formulation of plans and establishment of organizational goals as a member of Authority administrative team.


The statements included in this description are intended to reflect this job's general duties and responsibilities. They are not to be considered all-inclusive. The employee may be assigned other tasks that are not explicitly included in this summary.    

Essential Functions

  1. Coordinates office services and meetings for the Administrative Department and assists the Executive Director/CEO with administrative functions: Transmits orders and instructions for the Executive Director/CEO verbally or written (including email); prepares correspondence, reports, statements, documents, etc. for clients and vendors; receives calls and inquiries and responds to or refers calls to appropriate staff; composes letters, reports, and meeting minutes based on information provided by the Executive Director/CEO, Board members, or notes and recordings made during meetings or established procedures and practices; screens mail and calls for Executive Director/CEO; conducts research, administrative studies, compiles data, and prepares reports at the direction of the Executive Director/CEO; maintains schedule for the Executive Director/CEO including receiving invitations, sending appropriate responses, and designating type/time/place of events; coordinates meetings and luncheons, contacts attendees, sets time, reserves meeting space, and orders food/refreshments; prepares agendas for meetings of the Board of Directors; attends meetings and prepares minutes; notarizes documents and contracts as needed.
  2. Maintains insurance portfolio, contracts. Maintains portfolio for general liability, workers’ compensation, and public officials and directors liability insurance by preparing applications for renewal and filing claims as needed; prepares invitations for insurance bids in accordance with bid law regulations, advertises such, and officiates at bid openings; prepares budget for Board approval; prepares correspondence for bid awards and contracts for review by Authority attorney prior to execution; maintains annual contracts for vendor service agreements;, if applicable; conducts research for special projects and prepares reports and documents as needed.
  3. Assists in assessing needs and establishing goals and plans for the Authority and maintains official records and files: Confers with the Executive Director regarding problems, potential problems, and advises of the status of projects and assignments; participates in professional meetings and training in order to stay abreast of trends and developments in application business regulations, laws, and parking administration; prepares reports and conducts studies as needed; maintains files of historical and statistical information, parking studies, and reports; maintains official contract documents and special parking agreements; maintains deeds and land acquisition records. 
  4. Performs other duties as assigned.
Requirements

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education

  • Bachelor’s degree Business administration, public administration, or related field 

Work Experience

  • Five (5) years or more Progressively responsible experience in an administrative position or in assisting a high level official or an equivalent combination of education and experience.

Skills

  • Demonstrated proficiency in computer skills with software applications: Microsoft Windows, Microsoft Word, Excel, Outlook, and other applicable business computer software. Proficiency in modern office practices, procedures, systems, and equipment.
  • Knowledge of organizational policies and procedures including human resources policies.
  • Ability to successfully complete responsibilities with limited supervision/direction.
  • Knowledge of location and layout of Authority facilities.
  • Knowledge of research and report preparation techniques and procedures.
  • Excellent supervisory and leadership skills. 
  • Ability to utilize and apply computer software programs to store, retrieve, compile, and prepare documents, reports, and correspondence.
  • Ability to set priorities, plan and implement activities to maximize efficiency.
  • Ability to plan, initiate, organize, assign, and coordinate Authority work activities and special projects in order to meet Authority goals.
  • Ability to interact with the public providing information and assistance in a polite, diplomatic, and efficient manner. 
  • Ability to manage multiple tasks and responsibilities, demands, and priorities to accomplish such in accordance with established requirements and expectations.
  • Ability to maintain a variety of files and records and to prepare reports and answer questions regarding such.
  • Excellent oral and written communication skills and active listening skills; excellent business grammar, language, writing skills, analytical skills, and business vocabulary skills.
  • Task-oriented self-starter with the ability to perform with a high degree of accuracy.
  • Skill in planning and organizing meetings and making travel arrangements.
  • Ability to develop, establish, and maintain effective working relationships with staff, departments, Executive Director/CEO, Board of Directors, vendors, and the public and communicate professionally and courteously.

Licenses and Certifications

  • Driver’s License, Valid Upon Hire

Travel Requirements

  • Travel Type: Domestic- 10%