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Requisition Number 17-0015
Post Date 3/6/2017
Title Executive Assistant
Department ANCC Executive Office
City Silver Spring
State MD
Description This position provides a high degree of autonomy in providing effective executive-level administrative support. Performs a variety of complex and routine activities, and handles various forms of privileged and highly confidential information. Works independently within defined schedules. Maintains a position of high visibility to board members and key volunteers. Maintains confidentiality and exercises discretion.


DUTIES:
•Scheduling Management – Receives all requests for meetings and document review requests. Sets up travel arrangements, coordinates meetings, manages speaking engagements and other appointments. Maintains appointment calendar and keeps department staff informed of the daily schedule. Confirms all meetings; keeps stakeholders informed of schedule changes.
•Meeting Space Management - Manages administrative/office procedures globally for assigned departments to ensure continuous quality improvement activities to foster a cooperative and collaborative working environment. Acts as primary liaison with Facilities Operations on facilities and physical space arrangements.
•Meeting Preparation/Processes - Participates in or independently drafts the development and dissemination of agendas, progress reports, presentations, training, and other materials to support projects. May serve as liaison between project leader and both internal and external project staff to ensure and optimize access and flow of information, output, and deliverables. Prepares meeting materials as requested.
•Information Preparation - Prepares and formats information for internal and external distribution. Works with internal and external entities to ensure the Executive receives all pertinent information in a timely manner. May involve drafting various correspondences, compiling data for reports, creating presentations, writing reports, editing, proofreading and other information preparation duties.
•Office Management/Supplies - Monitors and tracks assigned department supplies. Order supplies and ensures a system exists to track and monitor supply levels. Accountable for appropriate and fiscally responsible use of such budgets.
•Documentation/File Management – Establishes and maintains a file system for the senior staff. This involves setting up and managing both electronic and paper filing systems. Ensures that information is organized and stored appropriately. Collects files after each meeting and ensures that file management is in compliance with all applicable record-keeping requirements.
•Payroll/Time Management - Serves as delegate to monitor and prepare time cards for assigned departments.
•Communication Liaison – Serves as the department’s communication liaison between executive and staff. Manages the flow of information to member of the Executive Leadership Team including but not limited to screening phone calls, opening and sorting mail, and summarizing reports and memos that are received before passing the information along. Keeps staff informed of important pending issues, decisions, and ongoing situations with ANA Enterprise, management units and external organizations.
•Financial Management – Prepares and reconciles expense reports/purchase card statements. Serves as point of contact on reconciliation inquiries.
•Other duties and special projects as assigned– May undertake specific project or task responsibilities to ensure fulfillment of executive or association deadlines and obligations.

QUALIFICATIONS

Education: Bachelor’s degree required.

Related Work Experience: Five or more years of demonstrated experience supporting executive leadership including managing complex schedules and meetings, developing documents and handling logistics or an equivalent combination of training, education and experience that demonstrates the ability to perform the duties of the position.

Skills/Knowledge:
•Ability to work independently without close supervision.
•Strong organizational skills to prioritize time and complete tasks and projects within defined time frames.
•Ability to coordinate and follow through on several projects concurrently.
•Proficiency with Microsoft Office software and applications.
•Knowledge of web-based software applications.
•Strong analytical and problem solving skills.
•Requires discretion in handling confidential information.
•Strong interpersonal skills to deal pleasantly and tactfully with a variety of individuals (e.g., appointed officials, staff members and outside contacts) under pressure of constraints and interruptions.
•Strong verbal and written communication skills to transmit messages and information, edit written materials, etc.
•Strong attention to detail to record, process and transmit data and prepare materials.
•Positive attitude with proven track record of managing multiple priorities in a C-suite environment.


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