101-Office of the CEO-1408-101 Executive Assistant

101-Office of the CEO-1408-101 Executive Assistant

JOB SUMMARY:

 

Under direction, plans, reviews, coordinates and expedites the flow of information through the General Manager's office to the Golden Rain Foundation, United Mutual, Third Mutual and the Village Management Services, Inc. boards; the residents; the staff; and outside entities.  Compiles and drafts special research reports and performs related work as required.  Responsible for a wide range of administrative duties, including collection of information needed for the boards and management.

In the General Manager's office, supervision is provided directly by the Services Manager and the CEO/General Manager.  Work involves extensive coordination with staff and officials of other divisions, though direct supervision is not exercised.  Work also involves extensive contact with GRF, United, Third and VMS board directors.

 

ESSENTIAL FUNCTIONS:

 

Provides detailed follow-up on a variety of issues as directed by the Services Manager and CEO/General Manager.  Prepares correspondence and performs a variety of administrative tasks such as filing, purchase requisition creation, mail distribution, expense reporting, invoice processing and travel arrangements.  Orders board lunches and manages preparation for board meetings. Assists the Corporate Secretary on an as-needed basis.  Confers with the Services Manager and CEO/General Manager concerning objectives, new or revised policies, unusual operations problems, and matters affecting other divisions. Attends board meetings and prepares agendas and minutes, as required. 

 

Assists in the collection of all requests for discovery information from legal entities and provides the information in a timely and organized manner.  Assists in the proper archiving of legal documents, in cooperation with the Services Manager.

 

Assists with public relations matters as requested, including organizing and calendaring events for management and boards.

 

Processes records requests from residents in a timely manner to satisfy all state statues.  Assists others in the collection of information to satisfy all records requests, as needed.

 

Identifies program areas requiring administrative research of interest to board members or the CEO/General Manager. Defines purpose, objectives and specific tasks.  Coordinates potential use of other division personnel.  Conducts research and coordinates with staff, directors, legal counsel and others as appropriate. 

 

Compiles drafts, reports and recommendations, reviews drafts with the Services Manager and CEO/General Manager, and prepares and presents reports to committees, boards or others as directed.

 

Coordinates a variety of reports and materials required for various meetings.  Contacts other divisions explaining necessary schedule and preferred format of required information.  Reviews data as to completeness and accuracy before it is provided to the boards and management.

 

Regular attendance required. Effectively handle periods of high intensity problem solving and varying workloads.  All duties performed on-site for the Community.

 

Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds.

 

 

NON-ESSENTIAL FUNCTIONS:

 

Represents the CEO/General Manager at various meetings when designated.  Analyzes and assists in resolving complaints from residents, follows up and furnishes accurate information.

 

 

EQUIPMENT OPERATED:

 

Computer, telephone, fax machine, copier, printer, scanner.

 

SKILLS REQUIRED:

 

Must have good command and thorough working knowledge of software programs including Word, Excel, and Outlook.  Must quickly gain command of onsite proprietary service order entry and purchase order systems.

 

 

WORK ENVIRONMENT:

 

While performing the duties of this job, the employee is in a climate-controlled indoor office.

 

DESIRABLE QUALIFICATIONS:

 

Graduation from an accredited four-year college or university with major course works in business or public administration.  Considerable responsible administrative analysis and report writing experience or equivalent combination of education and experience which produces the following:

 

• Knowledge of the principles of administrative management and sources of authoritative information.
• Knowledge of modern office equipment, practices, systems and procedures.
• Knowledge of research methods and techniques.
• Knowledge of the organization and functions of the Corporation.
• Knowledge of methods of report presentation.
• Knowledge of the occupational hazards and safety precautions of the job.

 

• Ability to obtain the cooperation of board members, secretarial staff and all levels of management.
• Ability to design, conduct, analyze and interpret research findings.
• Ability to write clear and concise reports.
• Ability to maintain effective working relationships with other employees and the public and to deal with the public relations problems courteously and tactfully.

 

PHYSICAL REQUIREMENTS:

 

While performing the duties of this job, the employee is frequently required to talk, hear, and use hands to finger, grasp, feel and reach.  The employee is regularly required to sit for long periods of time (up to 8 hours) and use repetitive motion to operate a keyboard (up to 8 hours).   The employee is occasionally required to kneel, pull, push, stoop, lift and carry up to 10 lbs.

 

MENTAL REQUIREMENTS:

 

While performing the duties of this job the employee reads, solves problems, maintains confidentiality, uses verbal and written communication skills, has extensive customer contact, performs detailed work and multiple concurrent tasks and has constant interruptions.

 

 

The above statements are intended to describe the general nature and level of work being

performed by personnel assigned to this job.  They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.