EXECUTIVE ASSISTANT

Overview

Date Posted:
5/18/2022
Location:
Administrative Center
Address:
237 N. Hospital Street
City:
Greenwood
State:
SC
Country:
United States of America
Category:
Administrative and Support

Description

 

PRIMARY PURPOSE or JOB SUMMARY

To perform a variety of administrative duties in support of the Chief Executive Officer (CEO), the Board of Commissioners, and staff.  Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.  The Executive Assistant also serves as a liaison to the Board of Commissioners and senior management staff; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.  The Executive Assistant must be creative and enjoy working within an ever-changing environment that is mission-driven, results-driven and community-oriented. The Executive Assistant must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities and duties.  The Executive Assistant must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure, at times, and time restraints to handle a wide variety of activities and confidential matters with appropriate discretion. The Executive Assistant must maintain the highest level of confidentiality with all Agency information.         

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

1.      Completes a broad variety of administrative tasks for the CEO, Board, and staff including, but not limiting to, managing an extremely active calendar of appointments and events; completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

2.      Plans, coordinates, and ensures the CEO’s schedule is followed and respected.  Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.

3.      Record minutes of administrative staff meetings, Agency Board and Board Committee meetings; and distributes and maintains records.  Some meetings may be scheduled after normal working hours.  Some travel required.

4.      Assists the Human Resources Department with picking up, opening, sorting, and distributing daily incoming mail, and preparing and delivering outgoing mail.

5.      Provides a bridge for smooth and accurate communications between the CEO’s Office and internal departments and external entities; demonstrating leadership to maintain credibility, trust, and support with all stakeholders.

6.      Orders and keeps an inventory of office supplies and equipment for the CEO’s Office.

7.      Acts as a back-up to the Security Receptionist position, as needed.

8.      Works closely and effectively with the CEO to keep the CEO well-informed of matters pertaining to all aspects of the Agency.  Follows up with the CEO as necessary to keep the CEO on task.  Serves as a “Reminder” to the CEO on matters requiring the CEO’s action. Acts as a “barometer”, having a sense for the issues before the Agency and keeping the CEO informed and updated.

9.      Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgements, correspondences, and other tasks that facilitate the CEO’s ability to effectively lead the Agency.

10.    Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

11.    Maintains the highest levels of confidentiality with all information received recognizing the information belongs to the Agency, not the Executive Assistant or the CEO.                                                                                              

12.   Performs other tasks as assigned by the CEO.

ACCOUNTABILITY

For confidentiality, quality, and timeliness of work completed in support of the CEO and the CEO Office.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and community partners.

Strong written and verbal communication skills. Strong proofreading and editing skills.

Demonstrated proactive approaches to problem-solving with strong decision-making capability.

Emotional maturity.

Highly resourceful team-player, with the ability to also be extremely effective independently.

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

Forward looking thinker, who actively seeks opportunities and proposes solutions.

EQUIPMENT AND MACHINES

Computer, printer, fax machine, postage meter, and telephone switchboard system.

WORKING CONDITIONS

Office Environment.  Some travel, in and out of State, may be required.

ADDITIONAL COMMENTS

Must have ability to communicate with a variety of people and work independently.  Must be cooperative and display a positive attitude towards working with other staff and internal and external stakeholders. Must exercise discretion and sound judgment in the performance of assigned duties.

Area Breakdown of duties

 

Board Support and Liaison

Serves as the CEO’s administrative liaison to the Agency’s Board of Commissioners.

Assists Board Members with travel arrangements, lodging, and meal planning, as needed, under the direction of the CEO.

Maintains discretion and confidentiality in relationships with all Board Members.

Adheres to compliance with applicable rules and regulations set by Program requirement or Board Bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

Participates as an adjunct member of the Executive Team including assisting in scheduling, attending, and recording pertinent information from all meetings, as required.

Assists in coordinating the agenda of Senior Management Team meetings and off-sites, as required.

Facilitates cross-divisional coordination of travel and outreach plans.

Ensures the CEO’s biography is kept updated and responds to requests for materials regarding the CEO and the organization in general.

Edits and completes first drafts for written communications, as required.

Strategic Initiatives

Assists with strategic initiatives, aiding with the coordination of the CEO’s outreach, marketing, and public relations activities.

Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.

Edits all, and creates acknowledgement letters from the CEO to stakeholders and community partners.

Minimum Requirements

 

EDUCATION AND EXPERIENCE

Minimum Bachelor's degree required. Communication or Business Administration preferred. 

Strong work tenure: five to 10 years of experience supporting Executive Level positions, preferred.

Experience and interest in internal and external communications and partnership development.

Proficient in Microsoft Office (Outlook, Word, Excel, Publisher, and Power Point), Adobe Acrobat, and Social Media web platforms.

Valid South Carolina driver’s license required.

General knowledge of operating office equipment, to include, but not limited to, computer and computer software applications; printers; fax machine; postage meter; telephone switchboard system; and general administrative and accounting principles.


The mission of GLEAMNS Human Resources Commission, Incorporated, a community-based organization, is to work in partnership with our community to deliver quality services, assistance, and opportunities to eligible customers with emphasis placed on education, employment, and developing self-sufficiency.