Executive Assistant
The Executive Assistant is responsible for providing senior level administrative support to the Chief Operating Officer (COO) and the Chief Policy Officer (CPO) and to do related work as required. This is a full-time position and requires minimal travel.
Job Duties:
- Provides all necessary support to the COO and CPO, which may include screening calls, emails and meeting requests to assess urgency, importance or items which warrant the executive’s attention. Use discretion to effectively prioritize and execute these tasks in a dynamic work environment.
- Coordinates travel arrangements, determining the best options available and provides meticulous maintenance of the COO and CPO calendars. The assistant ensures scheduling is efficient and sensitive information is handled with confidentiality.
- Performs various routine clerical duties, utilizing standard office equipment, to include screening incoming calls; taking and transmitting messages; pulling information from databases; making photocopies; performing data entry; and word processing. Independent judgement is essential to determine priorities and ensure tasks are completed accurately.
- Attends various meetings as prescribed, takes thorough notes, and drafts meeting minutes maintaining confidentiality and accuracy in documentation.
- Leads office projects, delegates tasks and ensures deadlines are met.
- Coordinates signing of association contracts, ensuring proper protocols are adhered to, reflecting an understanding of the importance of compliance and due diligence.
- Conducts research projects, analyzes information and compiles reports that require thoughtful consideration and determines the significance and relevance of the data collected.
- Provides notary services, requiring a high level of trust and discretion in handling sensitive documents.
- Manages confidential information and acts as a liaison between the COO, CPO and other stakeholders. This requires the ability to exercise discretion and independent judgement in all communications to maintain professionalism and confidentiality.
- Other discretionary responsibilities may be delegated by the COO or the CPO.
Distinguishing Characteristics
This incumbent provides high-level, confidential administrative support to the Chief Operating Officer (COO) and Chief Policy Officer (CPO), requiring discretion, initiative, and a deep understanding of executive priorities—setting the role apart from general office support positions.
Knowledge & Skills Required
- Customer service principles.
- Communicate effectively, verbally and in writing.
- Modern office procedures, rules and practices, including excellent usage of computer skills and ability. Knowledge and use of word processing and related software is essential.
- Basic filing and recordkeeping principles.
- Refined communication and interpersonal skills; must be able to interact with elected officials, colleagues, supervisors, general public, etc. sufficiently to exchange or convey information and receive work direction.
- Business correspondence and report writing.
- Strong command of language usage, spelling, grammar, and punctuation.
- Filing methods and systems.
- Organize and accomplish work with a high degree of independence and initiative.
- Complete work assignments under pressure to meet deadlines.
- Establish and maintain effective working relationships with internal staff, county staff, affiliates, and related partners.
- Problem solve and prepare potential solutions.
- Ability to analyze and research complex issues and use independent judgement to make decisions.
Physical Requirements
Sedentary Work: exerting up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Minimum Qualifications
Five years of progressive growth in an administrative or executive assistant role.
How to Apply:
Candidates must submit a cover letter and resume to resumes@counties.org
Filing Deadline:
This Position is open until filled.