Posted: Thursday, August 17, 2017 3:56 AM
POSITION SUMMARY: Job Description: Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director. The Executive Assistant also serves as a liaison senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. PRIMARY JOB RESPONSIBILITIES: Executive Support Completes a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Plans, coordinates and ensures the Executive Director's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive Director's time and office. Communicates directly, and on behalf of the Executive Director, with regional directors & branch managers. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Provides a bridge for smooth communication between the Executive Director's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. Works closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive Director, some of which may have organizational impact. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director's ability to effectively lead the company. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. DIRECT REPORTS: Executive Director REQUIRED KNOWLEDGE AND SKILLS: Bachelor's degree required Work tenure: Three to 5 years of experience supporting Executives, preferably in a profit organization Experience and interest in new business development Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff and partners Expert level written and verbal communication skills Demonstrated proactive approaches to problem-solving with strong decision-making capability emotional maturity Highly resourceful team-player, with the ability to also be extremely effective independently Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment Forward looking thinker, who actively seeks opportunities and proposes solutions OTHER DESIRED SKILL: Experience working in a fast paced, member satisfaction driven environment with proficiency in multitasking **Demonstrates the ability to build a trusting relationship with members by fully understanding the member's needs from beginning to the end * Adaptability-Able and willing to adapt to changing priorities and responsibilities. Able to adjust personal style to changing environment. Maintains focus and intensity and remains calm, optimistic and persistent, even under adversity. * Communication (Verbal and/or Written)-Able to clearly present information through the spoken and/or written word, influence or persuade others through oral presentation in positive or negative circumstances, listens well, able to write clearly in a variety of communication settings and styles. * Culture Alignment-Supports a culture that fosters high standards of professionalism and ethics, behaves in a fair, ethical, and respectful manner. * Customer Focus (Internal and External)-Dedicated to keeping customers in mind, establishes and maintains effective relationship with customers and gains their trust and respect. Communicates with customers in a warm, helpful and professional manner while simultaneously building credibility and rapport. * Teamwork-Able to work effectively with others to generate a positive, productive and informed work environment. Is united in the collective purpose. LANGUAGE SKILLS: The ability to read, write, speak, understand and communicate clearly with employees and within Hiossen in order to successfully and effectively complete assigned job responsibilities are required. DESIRED OR PREFERRED QUALIFICATIONS: "Bi-Lingual English/Korean" WORK ENVIRONMENT: The Executive Assistant spends approximately 30% of their working time on a daily basis engaged in scheduling and processing HR documents under the direction of an executive director based in a designated office location and approximately 30% of their time communicating with regional directors & branch managers and approximately 40% of their time collecting & completing reports for an executive director. TRAITS AND COMPETENCIES: 1.Attention to Details: Exercises care in managing details and completes assignments accurately and correctly 2.Approachability: Is easy to approach and talk to; puts others at ease, is a good listener and is coachable 3.Customer Focus: dedicated to meeting the expectations of internal and external customers 4.Integrity and Trust: Adheres to Hiossen's mission and values; demonstrates strong work ethic; is clear and truthful in all communications. Follows direction and works effectively in a team environment. 5.Results Oriented: Measures success by achieving job duties and assignment in a timely and professional manner, consistently monitors their own performance through measureable activities and results. 6.Action Oriented: Enjoys working hard, able to embrace challenges and act with minimal direction 7.Organization Skills- Capable of successfully handling multiple tasks; arranges files, records and information in a useful and efficient manner. Does not become overwhelmed when handling several or multiple tasks or duties 8.Team Orientation: Works well with others, accepts direction cheerfully and effectively, communicates well with others, both with peers and with superiors, supports and works toward achieving team goals and objectives. PHYSICAL DEMANDS: The position requires continuous use of a computer while sitting and occasional lifting and carrying objects weighing up to 25 pounds. Duties include packing, re-stocking and carrying items weighing up to 25 pounds. Reasonable accommodations will be considered and implemented for individuals with disabilities to assist them in performing essential job functions.
• Location: Other
• Post ID: 128026273 nyother