Status: Full-time, non-exempt (hourly)
Service Center: Cicero
The Executive Assistant manages the diversified administrative and support services of a confidential and responsible nature to the COO. Manage and coordinate the functions and systems of the Operations team. Plan, facilitate and control, as delegated, the information flow between the office of the COO, staff and the community. Providing administrative support to the other Operations team leadership, as requested by the COO, is an integral part of this position.
Essential Duties and Responsibilities
- Organize and manage support to the COO including: screen calls and receive visitors, maintain office filing system, sort and process mail, compose letters/memos as appropriate, maintain meeting schedule and arrange all travel requirements. Schedule meetings and arrange for preparation of meeting rooms as necessary. Develop and monitor budget expenses for accuracy for the COO.
- Assist the COO and occasional other members of the Operations team with managing and coordinating special projects. This includes providing support to the Operations leadership team. Serve as the Project Manager for assigned projects, events or special activities.
- Manage the central filing system and ensure that all data required for the Council Performance Process through GSUSA is tracked and regularly maintained. Design all reporting templates for the Operations leadership team.
- Set-up, manage and control the information flow between the COO and the President/CEO, director team, staff and the community. Coordinates activities such as arranging meetings and compiling information. Organize and monitor the report systems of staff reporting to the COO.
- Participate in confidential, need-to-know meetings of the COO. Assist in planning, record taking and follow-up communications. Maintain a high degree of staff confidence in the confidentiality and effective processing of meeting contents and conclusions. Participate in and provide support to Operations leadership team meetings and other meetings assigned by the COO.
- Perform other related duties as assigned.
Competencies and Areas of Expertise
- Interpersonal Relations - establishes rapport with others at all organizational levels; respects others; considers and responds to the needs, feelings, and capabilities of others; establishes and maintains an open dialogue with others.
- Oral and Written Communication abilities (i.e. In person, verbal, written); expresses ideas and facts in a clear and understandable manner appropriate for the individual or group; listens to and comprehends what others are saying; prepares organized and structured presentations; has demonstrated ability to work with a wide range of sensitive and confidential issues and communicate information effectively to non-technical people which includes a diverse group of girls, volunteers, and staff.
- Problem-Solving - identifies and analyzes existing and potential problems systematically and thoroughly; reports/documents the problem; obtains and evaluates relevant information and contributing factors; identifies important interrelationships; implements solutions after evaluating alternatives and anticipating their impact; supports decisions or recommendations with data and/or reasoning; defines and implements solutions to problems; makes independent decisions and exhibits strong resourcefulness in finding solutions.
- Judgment and Decision-Making - recognizes when immediate action is required and when sufficient information has been obtained to make a decision.
- Demonstrated ability to coordinate multiple projects while managing conflicting priorities and deadlines.
- Customer Responsiveness - seeks and acknowledges the views and ideas from customers; identifies, prioritizes, and balances customer issues; takes time to answer questions and explain decisions; follows through on commitments to customers in a timely manner; maintains a commitment to continuous improvement.
- Self-management and assurance - assesses own skills and abilities and identifies areas for improvement; willingly accepts constructive feedback; seeks developmental opportunities; sets and achieves goals; works independently. Demonstrated confidence to prepare for conversations and visits with potential members/customers by gathering key information and setting strong objectives to achieve successful outcome.
- Personal Integrity and Professional Conduct—demonstrates dependability, honesty, integrity, trustworthiness, and credibility; models appropriate professional behavior; accepts responsibility for own actions; maintains confidentiality; upholds ethical standards even in the face of opposition.
- Technical computer skills in Microsoft Office including Word, Excel, and Outlook.
Position requires a minimum High School diploma (Bachelor’s degree preferred) with two years relevant experience. Demonstrated ability to work with executives and in a team atmosphere.
Posted: July 30, 2015