Executive Assistant I II

Statement of Purpose

The Executive Assistant provides assistance and support to the Executive Management and the Executive team.

Major Tasks, Duties and Responsibilities

• Assists Executive office with projects involving confidential and sensitive information.
• Works with clerical staff assigned to Executive office. Some less complex and/or confidential tasks may be delegated to clerical staff.
• Assists Executive Management in arranging their weekly calendar.
• Preparation of meeting agendas, monthly meeting calendars, records, transcription and distribution of meeting minutes.
• Preparation of clear and accurate correspondence.
• Opening, sorting, review and distribution of mail.
• Preparation of responses to routine inquiries.
• Answering inquiries concerning activities and operations.
• Maintains file system for Executive and corporate files.
• Recording employee enhancements and client incentives across multiple programs.

• Represents BHS and the Executive office well in all contacts, whether within BHS or outside of agency.
• Manages time efficiently with little supervision.
• Demonstrates ethical and professional behavior.
• Communicates clearly & respectfully with clients, staff, peers, supervisors and non-BHS resources.
• Understands computer operations for performance of job duties; this may include but is not limited to Microsoft Office, graphics and other programs as needed. Readily adapts to the changes in computer systems.

Executive Assistant Competencies and Performance Expectations

The Executive Assistant is expected to:

• Provide assistance and support to Executive Management and Executive team

• Prepare correspondence for the Executive Management and Executive team

• Manages the Executive Management’s daily calendar, callers and visitors

• Develop documents such as brochures and reports

• Comply with BHS health and safety standards

• Work as a team member in performing duties and assignments

•   Adhere to professional standards

Statement of Purpose

The Executive Assistant II provides assistance and support to the Executive Management and Executive team.

Major Tasks, Duties and Responsibilities

• Assists Executives with projects involving complex, confidential and sensitive information.
• Supervises clerical staff assigned to Executive office. Some less complex and/or confidential tasks may be delegated to clerical staff.
• Preparation of Executive Managers weekly calendar
• Preparation of meeting agendas, monthly meeting calendars, records, transcription and distribution of meeting minutes.
• Preparation of clear and accurate correspondence.
• Opening, sorting, review and distribution of mail.
• Preparation of responses to routine inquiries.
• Answering inquiries concerning activities and operations
• Establishment and maintenance of system(s) for corporate files.
• Ordering and recording keeping of employee enhancements and client incentives across multiple programs.
• Booking of all Executive travel including conference and training registration, air and hotel reservations. Processing of travel advances and reconciliation of expense receipts.

• Represents BHS and the Executive office well in all contacts, whether within BHS or outside of agency.
• Manages time efficiently without supervision
• Demonstrates ethical and professional behavior.
• Communicates clearly & respectfully with clients, staff, peers, supervisors and non-BHS resources.
• Understands computer operations for performance of job duties; this may include but is not limited to Microsoft office, graphics and other programs as needed. Readily adapts to changes in technology and computer systems, including payroll and human resources.

Executive Assistant Competencies and Performance Expectations

The Executive Assistant is expected to:

• Provide assistance and support to Executive Management and Executive team.

• Prepare correspondence for the Executive Management and Executive team.

• Manage the Executive Managers calendar, callers and visitors

• Develop complex documents such as newsletters, brochures and reports

• Comply with BHS health and safety standards

• Work as a team member in performing duties and assignments

•   Maintain discretion and confidentiality in relationships with Executives and Board members

• Adhere to professional standards

Prerequisite Qualifications

Following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.

Bilingual abilities may be required within certain BHS programs.

Secretarial or Business school plus three  years increasingly responsible office/secretarial experience, or Associate of Arts degree plus two years office/secretarial experience. Excellent computer skills. Excellent writing and grammar skills. Knowledge of office procedures.

Must have valid California driver’s license and liability insurance if driving personal vehicle on BHS business.

Able to stand, stoop, bend, squat and reach for purpose of performing job duties such as handling materials stocked on shelves, filing, and handling and sorting mail. Routinely lift and move items weighing up to ten pounds; is expected to ask for assistance and use dolly or cart for any heavy items. Vision, hearing, manual dexterity and eye-hand coordination must be adequate to answer telephones, use keyboard, and write messages.

The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements which may be inherent in the position.