General Information, Job Openings
Executive Assistant
DEPARTMENT: Executive
REPORTS TO: Chief Executive Officer
CLASS: Administration
JOB SUMMARY
The Executive Assistant provides principal administrative and clerical support for the Chief Executive Officer and the Authority Board of Directors. The Executive Assistant provides high-level administrative support to the Board of Directors, and the Chief Executive Officer (CEO) or designee by preparing, editing monthly correspondence and statistical reports. Ensures that correspondence, communications, presentations, and other documents are completed in a timely manner. Designs and maintains databases, files and retrieves documents and reference materials as required.
Conducts research, collects and analyzes data to prepare reports and documents. Manages and maintains executives' schedules, appointments and agency travel arrangements. Arranges conference calls and maintains a log of outside calls, compliments and complaints. Records, transcribes, and distributes minutes of meetings; monitors, screens, responds to and distributes incoming communications, answers and manages incoming calls.
Responsible for arranging and coordinating Executive and Board meetings and specific events. May also be responsible for training and supervising other clerical staff. Receives and interacts with incoming visitors, liaison with internal staff at all levels, interacts with external customers/partners. Coordinate project-based work, reviews operating practices and implements improvements where necessary, as well as supervises, coaches, and trains lower-level staff as required. Apply extensive knowledge of advanced office practices.
ESSENTIAL JOB FUNCTIONS
1. Serves as the confidential assistant to the CEO and the Board Chairman.
2. Serves as Clerk to the Board of Director by coordinating preparation and distribution of meeting minutes, public agendas and board packets; attends meetings, records and produces the official minutes, and assists Board, committees and staff in complying with proper rules, regulations and procedures.
3. Coordinates conference and meeting travel arrangements for the Board and staff.
4. Arranges agenda for staff meetings and maintains the Executive Director calendar.
5. Composes, transcribes, and maintains administrative files, both general and confidential, for the CEO, Board of Directors, and the Authority. Independently composes correspondence, reports, and memoranda for the Executive Director’s review.
6. Prepares the Authority meeting agendas, board packets and publishes legal notices as directed, and in accordance with established procedures and legal requirements.
7. Excellent organizational, grammatical and written/verbal communication skills.
8. Prepares a wide-range of financial statements, legal documents and reports.
9. Interprets policies and procedures as established by the Board of Directors and the CEO.
10. Ensures that Board packets are sent out in a timely manner and received by Board Members.
11. Compiles data based upon research techniques and on statistical compilations involving an understanding of agency policies and procedures.
12. Independently composes reports and correspondence.
13. Effectively and professionally interact with and engage the general public while problem solving and handling complaints and compliments.
14. Signs documents on behalf of the Executive Director, Designee or Board Chair when specifically designated.
15. Works with the Compliance and Procurement Officers to ensure that Conflict of Interest Statements for Board of Directors and Authority employees are signed annually. This will include notification of specific deadlines and requirements for filing these documents.
16. Takes on special assignments as needed to ensure the projects are completed timely.
17. Ensures that all travel advances are documented and turned in timely and meet compliance standards.
18. Ensures that the Executive office maintain strict standards of confidentiality.
19. Maintain regular and predictable attendance.
20. Coordinates with all personnel who assist the Executive Office; ensures that personnel are trained; timeliness of information being sent to the CEO or Board of Directors.
21. Review’s newspaper and online media for Authority news articles; clips the articles or prints as required to ensure that the agency has a file of its news stories.
22. Attends internal and external meetings as required and keeps the Executive Director or Designee aware of anything that may need attention.
23. Performs other duties similar in nature and level as required.
SUPERVISORY RESPONSIBILITIES
Supervision: None
MINIMUM QUALIFICATIONS
Education: Associate of Arts Degree or 60 hours minimum of college credits. Minimum of five (5) years experience working in senior administration or executive assistant position; Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite; knowledge of standard office administrative practices and procedures.
Certificate, Licenses, Registration: Must possess or have the ability to receive and maintain a valid Alabama Driver’s License. Certified Administrative Professional (CAP), Certified Professional Secretary (CPS), Certified Legal Assistant (CLA), as appropriate is preferred. Other appropriate certifications may be considered.
Experience: Three years of experience providing support at a high level. Additional years of work experience beyond five-year minimum can be substituted for college credit on a year-for-year basis.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of or ability to gain knowledge and understanding of Alabama Open Meetings Law/Sunshine Law (13A-14-2), Public Records Request Act (36-12-40 & -41 and 41-13-1), Freedom of Information Act and conflict of interest codes. Knowledge or ability to follow standard Parliamentary Procedures related to public agencies. Excellent interpersonal skills to effectively and sensitively communicate with all levels of employees, Board of Directors, government entities, the community, agency partners and others both internally and externally.
1. Ability to work under pressure situations, deadlines, and maintain confidentiality of working information.
2. Ability to use tact, discretion and courtesy in interdepartmental, Board of Directors and public contacts.
3. Ability to type a minimum of 55 wpm. Must be technology inclined and have thorough knowledge of word processing and spreadsheet applications with other computer applications such as PowerPoint, publisher and Access preferred.
4. Language skills and comprehensive knowledge of English and excellent grammar skills. Speaking and writing Spanish is a plus.
5. Ability to project a professional appearance with speech, attire and written communication.
6. Must be able to handle multiple tasks simultaneously.
7. Must demonstrate a fiduciary obligation to the Authority in handling materials and information of a confidential nature.
8. Must have mathematical skills, and excellent proofreading and writing skills.
9. Ability to work varied weekdays and weekends as required. Must be able to travel to meetings and conference within and outside of the state.
Ability to use electronic recording devices and transcription equipment, and ability to plan and organize special events and be adaptable. Reasoning ability to carry out detailed instructions.
BJCTA is a Drug-Free/Smoke-Free Workplace, and an Equal Opportunity Employer.
