Executive Assistant To CEO

Job Description

Job Description

SUMMARY : The Executive Assistant to the Chief Executive Officer (CEO) serves as the principal administrative and clerical support to the CEO. This position performs a variety of administrative support tasks with changing priorities. Performance is evaluated by the CEO based on the timeliness, consistency, and quality of work performed as well as professionalism with which tasks are carried out.

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

• 1. Provides a warm and professional greeting to visitors and staff entering office;
• Composes and types correspondence; supports CEO with distribution of communications to staff; Routes and helps prioritize incoming mail and email to CEO;
• Organizes and maintains electronic and manual file systems, correctly files correspondence and other records;
• Answers and screens CEO telephone calls, and arranges conference calls.
• Coordinates manager's schedule and makes appointments;
• Greets scheduled visitors and conducts to appropriate area or person.
• Arranges and coordinates travel schedules and reservations;
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities;
• Conducts research, gathers information, and compiles reports;
• Provides assistance with documenting procedures and standard operating practices;
• Records and transcribes minutes of meetings;
• Copies or scans correspondence or other printed materials;
• Prepares outgoing mail and correspondence, including e-mail and faxes;
• Orders and maintains supplies, and arranges for equipment maintenance;
• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer;
• Provides support for general administrative and human resources processes;
• Assist HR Manager with professional staff credentialing process;
• Works cooperatively with other department heads to attain goals and objectives of FCCHC;
• Conducts general administrative and clerical functions as assigned; Identifies opportunities to alleviate and support the CEO.

QUALIFICATIONS :

COMPETENCIES : The competencies listed below are representative of the knowledge, skills, and / or abilities which must be consistently demonstrated for this job :

EDUCATION and / or EXPERIENCE : Graduation from Business or Technical School in secretarial training program.

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.

MATHEMATICAL SKILLS : Ability to apply basic concepts of mathematics and computations.

REASONING ABILITY : Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES : Strong typing and phone skills. Intermediate- Advanced knowledge of core MS Office software (Outlook, MS Word, and Excel), basic familiarity with MS Excel. Fast learner with new software and information systems.

PHYSICAL / MENTAL DEMANDS : The physical / mental 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 disability to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear, sit, and use hands to handle or feel objects, tools, or controls. The employee is occasionally required to stand, walk, climb, balance on two feet, stoop, kneel, crouch, or reach with hands and arms. The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include the ability to learn, adapt to changes, pay close attention to details, exercise discretion and good judgment, develop options and solutions to crisis and problems, gather and analyze facts, courteous and professional behavior, deal with stressful situations and adhere to company policies and procedures.

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 noise level in the work environment is usually moderate.

RISK CLASSIFICATION LEVEL : I- (Job classification level in which employees have minimal risk to blood borne pathogens).

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