Executive Assistant

EXECUTIVE ASSISTANT TO THE EXECUTIVE DIRECTOR

DISTINGUISHING FEATURES OF THE CLASS: Under the general director of the Executive Director, this position performs executive secretarial tasks; relieving the Executive Director of administrative detail by receiving and handling inquiries, complaints and requests related to departmental activities. The Executive Assistant also acts as a liaison between the Executive Director and AHA staff, and members of the community. Overall, the work involves a considerable amount of independent judgment in providing effective administrative and clerical support.

Supervision may be exercised over clerical support staff.

TYPICAL WORK ACTIVITIES: (Illustrative Only)

• Performs all executive secretarial tasks for the Executive Director, including transcribing and proofreading confidential correspondence, preparing reports and minutes of meetings, scheduling appointments and maintaining confidential files;
• Prepares letters, memoranda and reports;
• Maintains calendar of appointments for the Executive Director;
• Receives and responds to complaints and inquires addressed to the Executive Director;
• Coordinates the work of administrative support staff;
• Receives and responds to mail received for the Executive Director, routing any necessary mail to the Executive Director for immediate attention;
• Coordinates all travel arrangements for the Executive Director;
• Retrieves information in an automated information system;
• Performs related work as required.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

• Thorough knowledge of secretarial practices including typing and general office procedures;
• Thorough knowledge of the operation of computers and skill in the use of word processing, spreadsheet, database, and other software as required by the position;
• Good knowledge of departmental policies and procedures;
• Good knowledge of the correct use of English grammar, punctuation, and spelling;
• Working knowledge of the organization, functions, and activities of local government and in the City;
• Ability to relieve a professional of administrative details with a minimum of supervision;
• Ability to deal with the public and high level public and private officials in a tactful, pleasant, courteous, and diplomatic manner and to maintain confidentiality of information;
• Ability to maintain records in a concise and organized manner;
• Ability to establish and maintain effective working relationships with other employees and diverse populations;
• Ability to exercise independent judgment and to work without close supervision;
• Ability to supervise others;
• Ability to multitask;
• Ability to complete assigned projects within short deadlines;
• Ability to work effectively on a variety of projects simultaneously;
• Ability to understand and follow moderately complex oral and written directions;
• Ability to communicate effectively both orally and in writing;
• Ability to independently and effectively plan, organize, coordinate, and follow-up on several projects of a diverse nature;
• Discretion;
• Confidentiality;
• Tact;
• Courtesy;
• Good judgment;
• Thoroughness;
• Dependability;
• Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS:

1. Graduation from a regionally accredited or New York State registered college or one accredited by the NYS Board of Regents to grant degrees with a Bachelor’s Degree (or higher) in Business Administration or a related field and seven (7) year of full-time paid administrative, office management or secretarial experience, which must have included two years of providing supervision to others; OR
2. Graduation from a regionally accredited or New York State registered college or one accredited by the NYS Board of Regents to grant degrees with an Associate’s Degree in Business Administration or a related field and nine (9) year of full-time paid administrative, office management or secretarial experience, which must have included two years of providing supervision to others.