Economic and Community Development Institute

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Economic and Community Development Institute Position Description Form An Equal Opportunity Employer Position Title: Division:

Executive Assistant Administrative Columbus Reports To: Chief Executive Officer Employment Status: x F.T. Regular

FLSA Status:

Hours: F.T. Temporary

X Non-Exempt

Exempt

8:30 am -5:00 pm

P.T

Purpose: We are looking for a responsible Executive Assistant to support our senior managers in a timely and professional manner. The executive assistant provides high-level administrative support to ECDI executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for ECDIs Board and executives. The Executive Assistant’s main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant and is familiar with office management technologies. Ultimately, you should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly. Essential Responsibilities: • • • • • • • • • • • •

Maintain a thorough working knowledge of and adheres to all ECDI policies and procedures Respect confidentiality in discussing customers, staff, volunteers and organizational matters Coordinate Daily Calendars for senior managers Plan appointments and events Act as the point of contact between executives, clients, funders, and donors Create regular reports and updated internal data internal databases Make travel arguments for senior management team Manage phone calls and emails Respond promptly to manager queries Facilitate internal communication (e.g. distribute information and schedule presentations) Suggest more efficient ways to run the office and troubleshoot malfunctions Other duties as assigned

Minimum Qualifications: • • • • • •

Knowledge of office procedures Solid experience with office management systems, Outlook and MS Office Suit Familiarity with online calendars and cloud systems Experience using office equipment, including printers and fax machines Strong communication skills (via phone, email and in-person) Experience exercising discretion and confidentiality with sensitive company information

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Excellent organizational skills with an ability to think proactively and prioritize work High school degree; additional qualifications as Personal Assistant or Secretary are a plus

COMPENTENCIES: To perform the job successfully, an individual should demonstrate the following competencies: • Program Knowledge – Understands the organization’s program services, policies, procedures. Demonstrates and applies this knowledge in performance of administrative support tasks. Explains and interprets program information to customers. • Design - Demonstrates attention to detail. • Problem Solving - Identifies and seeks resolutions to problems in a timely manner; gathers and analyzes information skillfully; works well in group problem solving situations • Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. • Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others; remains open to others' ideas and tries new things. • Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings. • Written Communication - Writes clearly and informatively; able to read and interpret written information. • Teamwork - Exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit. • Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness. • Cost Consciousness - Contributes to profits and revenue; conserves organizational resources. • Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities. • Judgment - Exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process. • Quantity - Strives to increase productivity. • Attendance/Punctuality - Ensures work responsibilities are covered when absent; arrives at work, meetings and appointments on time. • Dependability - Follows instructions; responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan. • Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; looks for and takes advantage of opportunities; asks for and offers help when needed.

OTHER REQUIREMENTS •

Typically, the employee may sit comfortably to perform the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work.

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Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.

_____________________________________ Supervisor’s Signature

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_____________________________________ Employee’s Signature

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____________________________________ Human Resource’s Director

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