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Executive Assistant

United Way of Southwest Louisiana
Lake Charles, Louisiana

Relocation expenses: Not paid

Not applicable
Full time
5 - 10 years of experience
High School Diploma
Bachelor's Degree
Associate Degree

Published on 5 Dec 2018

Expires on 22 Dec 2018

Executive Assistant

The Primary responsibility of the Executive Assistant is to provide administrative support to the President/CEO.  Executes a variety of administrative tasks crucial to the efficient operation of the organization and handles critical and confidential details and data. Performs a variety of administrative assignments exercising independent judgement and initiative in support of the President/CEO.   Works in a fast-paced team environment with strong organizational skills with a proven ability to respond to and complete strict deadlines.  Demonstrates a solid working knowledge of United Way’s structure including policies and procedures as well as extensive secretarial function, knowledge, and ability.

 

Essential Job Functions

  • Support and enhance the effectiveness and efficiency of the President/CEO.
  • Execute a variety of administrative tasks crucial to the efficient operation of the organization.

Principals Duties and Responsibilities

  • Support the President/CEO in all aspects of Board activity.
  • Maintain complete files of all organizational minutes, legal documents, policies, rosters, information, organizational plans and reports required by the President/CEO or the Board.
  • Maintain all files for President/CEO.
  • Manage all aspects of presidential involvement in meetings, including supporting materials, taking and transcribing minutes of meetings, and meeting preparation as required.
  • Keep staff and Board informed of meetings, agendas, and actions as required.
  • Support professional and administrative staff as requested.
  • Participate in sorting and distributing incoming mail and other materials and prepare for appropriate and timely responses by the President/CEO.
  • Create and send letters, memos, emails or other documents by or for the President/CEO.
  • Prepares, proofreads, and edits correspondence, reports and other materials for errors, punctuation, and format accuracy.
  • Help plan all events or meetings of the President/CEO and ensure that all necessary support and arrangements are provided.
  • Handles incoming phone calls.
  • Screens calls and visitors according to President/CEO’s request.
  • Assists in front desk duties.
  • Stays abreast of impactful, local news and advises President/CEO.
  • Takes and transcribes dictation.
  • Ability to type 60 wpm.
  • Other duties as assigned.

QUALIFICATIONS:

Education:

  • Equivalent of a high school diploma.
  • Associate or Bachelor’s Degree preferred.

Experience:

  • Minimum of five years office experience.
  • 2-3 years of experience supporting C-Level executives.
  • Certified Administrative Professional (“CAP”) or Certified Professional Secretary (“CPS”)

Performance Requirements:

  • Strong knowledge of grammar, spelling, and punctuation.
  • Knowledge of office practices and methods.
  • Knowledge of computer systems and applications.
  • Ability to effectively prioritize daily responsibilities and job duties.
  • Ability to remain organized and focused on tasks while working in a fast-paced team environment.
  • Demonstrates a team player attitude and work well alone and with others.
  • Strong computer skills in Microsoft Excel, Word and Outlook.
  • Strong organizational skills.
  • Self-starter.
  • Ability to conduct multiple projects with minimal supervision.
  • Effective verbal and written communication skills.
  • Attention to detail, accuracy.
  • Excellent time management skills.
  • Excellent communication skills.
  • Knowledge of United Way of Southwest Louisiana’s policies and procedures.
  • Must embody personal attributes of honesty, integrity, and professionalism.

Equipment Used:

  • Personal computer and software packages including Windows, Microsoft Word, Excel, Access, PowerPoint, Outlook, Donation Tracker, etc.
  • Calculator, facsimile machine, copier, telephone system, cell phone, and individual equipment.

Additional Requirements for Hire:

  • Proof and maintenance of a valid driver's license.
  • Proof and maintenance of vehicle insurance.
  • Must pass a Louisiana State Police background check.
  • Must pass a drug test.