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Executive Assistant and Director, Executive Office

Position: 
Executive Assistant and Director, Executive Office
Application Deadline: 
Friday, April 30, 2021
Job Description: 

 

SUMMARY OF PURPOSE OF JOB: 

Manages the Executive Office and provides administrative support to the President, Executive Director/CEO, Executive Committee and the Board of Directors. Supervises the Executive Office Coordinator. 

 

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

  • Provides administrative support to the President, Executive Committee, and Executive Director. 
  • Coordinates travel schedules and details throughout the year (e.g. Football, festival and band travel).  
  • Attends meetings for the Executive Committee. Records, types and distributes meeting minutes on a bi-monthly basis. 
  • Coordinates logistics for Association events throughout the year. 
  • Liaison to Host Committee and Special Events committees. 
  • Types reports, memos, letters and other correspondence 
  • Answers phone calls and directs calls to appropriate parties or take messages. 
  • Greets visitors and determines whether they should be given access to specific individuals. 
  • Reads and analyzes incoming memos, submissions and reports to determine their significance and plan their distribution; composes and distributes responses as appropriate 
  • Perform general office duties such as ordering supplies and maintaining records and management database systems. 
  • Files and retrieves documents, records and reports. 
  • Open, sort and distribute incoming correspondence, including faxes and email. 
  • Manages and updates Executive Committee section of the membership database
  • Manages retention of Association policies to ensure they are kept current and accurate
  • Supervises the Executive Office Coordinator. 

 
SUPERVISORY RESPONSIBILITIES  

This position supervises Executive Office Coordinator 
 
 

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
EDUCATION and/or EXPERIENCE  

  • High school diploma or equivalent plus 8 years progressively more responsible experience in administrative office experience leading to executive office/board administrative support OR 
  • BS Degree in a related field strongly preferred plus 4 years progressively more responsible experience in administrative office experience leading to executive office/board administrative support.  

 
COMPETENCIES REQUIRED (unless stated otherwise) 

  • Sound judgment and decision making 
  • Event planning knowledge preferred 
  • Attention to detail 
  • Ability to type at least 65-70 wpm with 85%-90% accuracy 
  • Composition skills 
  • Supervisory skills and experience preferred 
  • Taking minutes 
  • Customer service orientation 
  • Ability to work independently 
  • Problem solving skills 
  • Multi-tasking skills 
  • Works effectively with deadlines  
  • Meeting facilitation skills 
  • Open to feedback 
  • Good collaboration and teamwork skills 
  • Strong organizational skills 
  • Adaptable and flexible with change 
  • Excellent written and verbal communication skills 
  • Good coping skills in high stress situations 
  • Strong interpersonal and relationship building skills
  • MS Office Suite  

 
 
LANGUAGE SKILLS  

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. 


 
MATHEMATICAL SKILLS  

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. 
 
 
REASONING ABILITY  

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 


 
CERTIFICATES, LICENSES, REGISTRATIONS  

None 


 
PHYSICAL DEMANDS   

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. No specific vision abilities are required by this job. 


 
WORK ENVIRONMENT   

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The majority of the duties of this position are performed in a typical office environment.   
 

Salary Range: 
$75K
Job Type: 
Full-Time
Remote/On-Site: 
On-Site
Location: 
Los Angeles County