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Executive Administrative Assistant

Billings, MT
JOB SUMMARY
Under the supervision of the Chief Executive Officer and in accordance with the direction and mission of District 7 HRDC, the Executive Administrative Assistant is delegated the responsibility for providing support to the Chief Executive Officer (CEO) and will perform administrative duties to relieve the CEO and members of the Executive Team of clerical work and minor administrative and business detail.  The incumbent will possess broad experience, skill and knowledge of organization policies and practices; the ability to exercise considerable discretion in dealing with highly sensitive material and information; independent judgment, tact and diplomacy when making decisions and interacting with associates, clients, Board of Directors, and others.  Must be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.  Strong organizational, time management and presentation skills and the ability to work independently are necessary. 

ESSENTIAL DUTIES
The requirements listed, are representative of the knowledge, skills, and abilities necessary to perform the essential functions of the job.  To perform this job successfully, an individual must be able to carry out each task satisfactorily and perform other duties as assigned. 
  • Manage the CEO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Coordinate with vendors to secure corporate rates on hotels and conference centers. Prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
  • Bolster on-going communication with CEO and other employees to ensure cohesiveness within the agency.
  • Maintain strict confidentiality in regards to all agency matters.
  • Locate and attach appropriate file to correspondence to be answered by CEO. Prepare outgoing mail and correspondence, including e-mail and faxes.
  • Prepare Board Packets and communications.  Attend Board Meetings; take, transcribe and maintain minutes of Board of Trustees and Business Committee meetings, as well as assigned staff team meetings. 
  • Maintain agency key inventory for buildings and agency vehicles.  Checkout and/or assign keys to agency staff as appropriate.
  • Prepare reports. Conduct research; compile and generate statistical reports.  Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Act as the Lead for special projects to include: planning and coordinating time lines, dissemination of information and organizing company-wide events.
  • Coordinate and direct office services including: purchasing, leasing and maintenance agreements of office equipment and supplies; develop and maintain calendar of licensing, MOU’s, etc.;   ensure accuracy in service contracts and invoicing; determine office purchasing needs; review and recommend the purchasing process of all office supplies, equipment and furniture. 
  • Supervise and lead subordinate staff [and volunteers] in a fair and productive manner in accordance with the agency’s policies, and applicable state and federal laws.
  • Participate in the selection process, conducts employee evaluations, enforces discipline, and terminations as required.
  • Ensure that appropriate training has been provided to his/her staff as needed.
  • Communicate policy and policy changes to his/her staff.
  • Resolve employee conflicts and client grievances according to established policy and procedures.
  • Demonstrate competency in leadership; develops and maintains an effective team.
  • Complete special projects as assigned.  Be flexible in assuming new duties and perform other duties assigned and determined to be productive and efficient for the continuing improvement of the agency.
Additional Knowledge, Skills and Abilities:
  • Experience in administrative writing, reporting and scheduling.
  • Ability to type accurately; proficiency with computer applications and knowledge of Microsoft Office and database programs; use a calculator and answer the telephone. 
  • Strong organizational, time management and presentation skills and the ability to work independently. 
  • Possess problem solving skills, leadership skills, and be able to foster interpersonal relationships. 
  • Must have the ability to write reports, business correspondence and effectively present information and respond to questions from groups of employees, managers, and directors.
  •  Familiarity with state and agency codes is helpful. 
  • Effectively communicates on all platforms.
  • Demonstrates dependability and punctuality.
  • Adheres to a consistent work schedule.
  • Demonstrates professionalism in the workplace.
    • Maintains professional boundaries with participants;
    • Must have the ability to work with low income and disadvantaged people by modeling an unbiased, non-judgmental attitude.
    • Demonstrates positive and appropriate interactions with coworkers and management.
    • Contributes to a harmonious and productive work environment.
    • Must be a team player to ensure overall program success.
  • Nurtures, builds, and mentors employees to build a cohesive team.
  • Brings creative suggestions and potential solutions to direct supervisor regarding work barriers and team efficiency. 
MINIMUM QUALIFICATIONS
Education and Experience:
Four year degree and a minimum of three year’s administrative support experience, with at least one year in an executive level administrative position; or equivalent combination of education and experience to fully meet the minimum requirements for the position.

Licenses and/or Certifications:
Must possess a valid Montana Driver’s License, proof of personal automobile insurance and must meet insurability requirements for agency automobile insurance policy.
 
Becky Millman, Human Resources Manager
Human Resources Department | 406.247.4710 | bmillman@hrdc7.org


District 7 Human Resources Development Council
7 North 31st Street, P.O. Box 2016, Billings, MT 59103
hrdc7.org | 800.433.1411 | fax 406.248.2943

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