Executive Assistant

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Category:
Administration

The Executive Assistant supports the executive by managing schedules, preparing meeting materials, and anticipating priorities. Screens and coordinates requests for executive time, ensuring meetings are properly vetted and organized. Represents the executive in meetings when delegated and handles a range of office duties including drafting correspondence, producing documents, and managing information flow.

Maintains calendars, arranges travel, prepares conference rooms, greets and directs visitors, reviews, routes, prioritizes communications, records and distributes meeting minutes and action items, protects confidential info, and maintains accurate records and backups.

• Assists in preparing the executive for upcoming meetings by providing background information and reminders of roles and responsibilities/objectives.
• Vets program managers and those seeking an audience with the executive to ensure meetings are set up properly and aligned with expectations.
• Proactively anticipates schedule conflicts and notifies the executive of issues requiring prioritization.
• Represents the executive by attending meetings in the executive's absence; speaks for the executive as directed.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by researching, routing correspondence; drafting letters/documents; collecting and analyzing information; initiating telecommunications.
• Welcomes guests and customers by greeting them in person or on the telephone; determines whether they should be given access to specific individuals; escorts guests as necessary.
• Reserves and prepares conference rooms in advance; facilitates meetings when required.
• Maintains the executive's appointment schedule by planning meetings, conferences, teleconferences, and travel.
• Opens, sorts, and distributes incoming correspondence, including faxes and email; reads and analyzes incoming memos, submissions, and reports to determine their significance and plan distribution.
• Records, types, and distributes meeting minutes and action items.
• Maintains confidentiality and protects operations.
• Secures information by completing database backups and maintaining records in the management database system.
• Supports front desk duties as needed.

• Discernment and sound judgment; independent decision-making.
• Excellent written and verbal communication skills.
• Excellent organizational and time-management skills.
• Collaborative teamwork with employees, customers, and guests.
• High level of confidentiality.
• Proficiency with Microsoft Office Suite.
• Stress management and composure under high pressure.
• Persistence and diligence in following up on action items.

$55,000 - $65,000

• Bachelor’s Degree in Communications, Business, Government & International Politics, Political Science, or similar, and at least two years of Executive Assistant/Administrative Assistant Experience.
• Associate’s degree in aforementioned areas, and at least four years of experience.
• High School Diploma or GED and at least six years of experience.

• Technical or editorial experience.
• Experience working with small business owners.
• Experience working with military or Government entities.

Office position; ability to sit for extended periods, lift files, open filing cabinets, bend or stand as necessary; may require walking on uneven ground and climbing stairs.

Professional office environment using standard equipment such as computers, printers, phones, photocopiers, file cabinets, and fax machines.

Not expected.

This job description outlines the general nature of work and is not exhaustive; duties may be added, modified, or removed as business needs require. Employees must perform duties safely and in accordance with company policies, procedures, and quality standards.

Reasonable accommodations will be provided to qualified individuals with disabilities. NATC is an Equal Opportunity Employer and maintains an affirmative action program. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, protected veteran status, or any other status protected by law.

Employment is at-will; either the employee or the Company may terminate employment at any time, with or without cause or notice.

Employment Type:

Full-Time (Exempt)

Location:

NATC – Silver Springs – Nevada