Executive Assistant

NATURE OF WORK
Performs high level administrative support services for the Executive Director, Deputy Executive Director and SPSA’s Board of Directors. Work involves activities including, but not limited to, executive staff support, composing correspondence and technical reports, complex record keeping, and related duties using computer software. Work requires the use of independent action and judgment while maintaining the highest degree of professionalism and confidentiality. Reports directly to the Executive Director and ensures that all administrative support functions are handled in a professional, confidential and efficient manner.

CRITICAL ELEMENTS OF PERFORMANCE

  • Provides administrative support services for the Executive Director, Deputy Executive Director and SPSA’s Board of Directors.
  • Serves as Secretary of SPSA’s Board of Directors.
  • Arranges and coordinates scheduling of Board of Directors meetings to include providing public notice in accordance with established State requirements. Attends all scheduled meetings of the SPSA Board of Directors and Executive Committee.
  • Coordinates and manages all scheduling and acts as liaison with SPSA related organizations and committees as may be formed by the Executive Director, Executive Staff or the Board of Directors.
  • Prepares board meeting agenda and arranges scheduled meetings; develops, coordinates and delivers all needed materials for board meetings as directed by the Executive Director and Board of Directors.
  • Compiles, edits and maintains minutes and historical records of all SPSA public board meetings; maintains all records of Board of Directors.
  • Maintains SPSA-wide records management program according to the policies and procedures set by the Records Management and Imaging Services Division of the Library of Virginia. Identifies all vital, archival, and permanent records, and ensures that they are properly maintained, protected
    and accessible for the recording and archiving of current SPSA records, according to the length of time cited in applicable records retention and disposal schedule.
  • Receives all Freedom of Information Act (FOIA) requests, gathers the requested information for review by the Executive Director and provides information to requestor as specified by FOIA requirements.
  • Compiles, maintains and updates databases used for mailing and mass distribution of information related to the business of SPSA, the Executive Director and Board of Directors.
  • Prepares documents in accordance with procurement policy. Processes requisitions, purchase orders and invoices for payment.
  • Serves as coordinator and information source regarding all Executive Staff meetings and events and coordinates the preparation of all agendas relative to meetings.
  • Performs staff support functions for the Executive Director, transcribing dictation and composing correspondence of a complex and routine nature. Proofread and edit documents as required to ensure accuracy, clarity and professional presentation of the final product.
  • Provides administrative support to Human Resources such as scheduling interviews, assisting with references, Family and Medical Leave (FMLA) notices, filing, completing employee service awards, and maintaining applicant tracking.
  • Maintains and orders office supplies.
  • Performs other duties as required and/or requested.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES TO PERFORM JOB

  • General knowledge of business methods, accounting and purchasing practices.
  • Knowledge of laws dealing with the retention and dissemination of organizational information.
  • Knowledge of the regulations, laws and procedures used in government purchasing practices including the Virginia Procurement Act.
  • Requires strong computer and research skills. High level of knowledge in the use of Microsoft applications, such as Outlook, Word, and Excel needed to develop and produce reports, spread sheets, data management, technical report writing, graphic presentations and other documents as needed.
  • Thorough knowledge of and skill in the use of calculators and all office equipment.
  • Ability to effectively communicate with superiors, co-workers, vendors, and the general public both orally and in writing.
  • Excellent organizational skills with an ability to think proactively and prioritize work.
  • Ability to read and interpret documents, statistical data, technical reports, operating manuals, policies and procedures, and the ability to keep accurate records.
  • Ability to use critical thinking skills, exercise of discretion and independent decisions.
  • Excellent communication (verbal and written), editing, grammatical and research skills.
  • Ability to compose routine letters and memoranda with only general instructions.
  • Extensive knowledge of office administration practices associated with providing such services to the Executive Director and Deputy Executive Director, including record keeping systems, administrative procedures, office automation, report preparation, and the use of standard business English.

MINIMUM REQUIREMENTS

Any combination equivalent to a Bachelor’s degree in Business Administration, Finance, Accounting or related field and five years of administrative support experience at the executive or director level; or any combination of training and/or experience that would provide the required knowledge, skills, and abilities. Experience in public procurement and human resources preferred. Must be able to perform all essential functions of the job.

ACCOUNTABILITIES

1. Effectively administers and manages the administrative support service within the Office of the Executive Director and as directed by the Board of Directors. Effectively oversees the coordination of all committees to serve the internal and external business affairs of the Executive Director and Board of Directors. Performs the duties of Secretary of the Board of Directors in an efficient and professional manner.

2. Maintains SPSA-wide records management program according to the policies and procedures set by the Records Management and Imaging Services Division of the Library of Virginia. Identifies all vital, archival, and permanent records, and ensures that they are properly maintained, protected and accessible for the recording and archiving of current SPSA records, according to the length of time cited in applicable records retention and disposal schedule.

3. Effectively provides administrative support to Human Resources as needed assisting with scheduling interviews, completing reference verifications and Family and Medical Leave (FMLA) notices. Maintains applicant tracking, completes monthly service awards and filing. Provides needed assistance with special projects and during Open Enrollment.

4. Maintains clear and concise communication, and courteous, professional relationships with co-workers, other SPSA employees at all levels of the hierarchy, and with external customers. Works effectively as a member of a work team, and supports team efforts in others. Maintains a high degree of customer service skills through open, clear and concise verbal and written communications.

5. Follows SPSA policies and procedures. Maintains any required training and licenses. Demonstrates SPSA’s mission statement and shared values in daily actions, service, appearance, and attitude. Represents the department in a manner which demonstrates pride, competence, integrity and professionalism.


ALL APPLICANTS MUST READ AND SIGN THIS FORM AS PART OF THE APPLICATION PROCESS

AMERICANS WITH DISABILITIES ACT
ESSENTIAL FUNCTIONS LIST
JOB TITLE: Executive Assistant

ESSENTIAL FUNCTIONS

MENTAL, PHYSICAL & EQUIPMENT REQUIREMENTS

% OF TIME

Provides administrative support for the Executive Director, Deputy Executive Director and SPSA’s Board of Directors. Serves as Secretary of SPSA’s Board of Directorspersonnel.

Mental and physical ability to read, comprehend, transcribe dictation and all Microsoft applications at a proficient rate. Mental and physical ability to take down verbal dictation/minutes of meetings, and transcribe notes using verbal and written communication skills. Manual dexterity required to type and write legibly. Ability to occasionally lift and move 25-30 lbs. files, reach, bend, stoop and sit for long periods of time. Mental ability to use critical thinking skills, exercise of discretion and independent decisions.

50%

Receive and direct telephone calls, messages and visitors to proper staff in a congenial and professional manner.

Mental and physical ability to read, write, comprehend, speak, and pronounce English words clearly and to analyze problems to direct calls and visitors to appropriate staff and/or respond to questions. Good interpersonal skills required. Ability to maintain appropriate and
professional personal appearance.

20%

Develop and prepare reports on a periodic, monthly, quarterly or an annually basis.

Mental and physical ability to collect, research, and survey data and write, perform mathematical calculations, organize material in a logical sequence and prepare technical report documents, graphics, and charts as requested. Possess verbal and written communication skills. Good interpersonal skills required. Ability to work under stress and meet deadlines.

15%

Operate office equipment and prepare manuals, and agendas. Operate multi-line phone system.

Mental ability to read and follow instructions, collate, organize materials in sequence. Manual dexterity required. Lifting, bending, required in use of copier and collating. Requires repetitive arm and hand motions to punch holes and bind documents.

10%

MARGINAL FUNCTIONS

MENTAL, PHYSICAL & EQUIPMENT REQUIREMENTS

% OF TIME

Process Freedom of Information Act (FOIA) requests, gathers the requested information, and provides information as specified by FOIA requirements.

Mental ability to read, write, comprehend, speak, and pronounce English words clearly. Mental capability to respond to requests. Verbal and written communication skills. Good interpersonal relations skills required.

5%

*Sufficient vision and hearing required to perform the essential functions of the job listed above*

Remarks: Requires mental ability to differentiate confidential materials from non-confidential and maintain that confidentiality.

APPLY IN PERSON

We encourage applicants to use our online employment application process, however we take all candidate submissions seriously.  For those who prefer to apply by submitting a paper ADA form, employment applications, resume and/or cover letters, we request that you physically come to our Chesapeake, VA administration office at 723 Woodlake Drive to obtain our required documents in person.

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