Executive Assistant - Club

The Executive Assistant provides highly complex, administrative support to the assigned Department, handles matters of a sensitive and/or confidential nature and frequently interacts with outside agencies, governmental officials, and the general public. Employees in this classification are responsible for coordinating special events, activities and initiatives as directed by a Director, Chief or other member of the Management Team.

• Generates correspondence, memos, meeting minutes, agenda items, purchase orders, reports, and related materials appropriate to assigned department.
• Compiles, prepares, and disseminates news releases, public service announcements, legal notices, etc. on behalf of the Manager and routinely utilizes social media in the handling of external communications.
• Creates slides, handouts and other media-related presentations as needed.
• Coordinates calendars, ensuring appointments, meetings, interviews, travel arrangements, etc. are properly scheduled.
• Reviews and maintains the department’s budget, recordkeeping procedures, and filing systems while regularly updating operational manuals and handbooks, newsletters, calendars, etc.
• Performs computer-related tasks that require a broad working knowledge of standard digital applications; e.g., office software, database systems, spreadsheet programs, report presentation packages, electronic file maintenance, and graphics programs.
• Assists in the development, distribution and continuous update of administrative policies and procedures.
• Plans and coordinates special projects, activities and events associated with the Department.
• Receives and monitors resident/member inquiries, requests and concerns; provides information based on extensive knowledge of the programs and activities applicable to the assigned venue; and ensures that all resident/member issues are addressed and/or resolved in a timely manner.
• Functions as a liaison with other departments, the general public, outside agencies/businesses, etc. and is the primary contact person in the gathering and relaying of information among the various stakeholders.
• Maintains confidentiality and discretion with respect to Village business matters and may make decisions in the absence of management within established guidelines and scope of authority.

(The above list of essential functions is not meant to be all inclusive. Other duties may be required and assigned.)

• High school diploma/GED, supplemented by college-level coursework or vocational training in business, communication studies and/or public administration (with preference for Associate or higher level degree, Certified Administrative Professional (CAP) designation or other equivalent certification).
• Five (5) years of work experience in highly responsible administrative support functions, preferably in a governmental/municipal setting.
• Thorough knowledge of general office and business practices and procedures to include firsthand familiarity with legal terminology specific to contracts, agreements and statutory documents.
• Evidence of advanced administrative and technical skills as well as proficiency in the use of social media.
• Evidence of strong customer service, organizational, and written/oral communication skills.
• Familiarity with personnel rules and regulations, office management techniques and practices, and state records and retention schedules.
• Ability to establish and maintain cooperative working relationships with Village administrators and staff, agency and governmental officials, local businesses, community residents, the news media and the public at large.
• Considerable knowledge of current computing technologies and software applications appropriate to the position’s job responsibilities.

Tasks involve the ability to exert light physical effort in sedentary to light work and may include some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).

Work is performed in normal office conditions with infrequent exposure to unpleasant environmental factors.