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 prooing 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:
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
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.
