Executive Assistant

Description:

Position Summary

The Executive Assistant provides administrative and project coordination support to the Center Director to ensure DOL and corporate deliverables, internal and external communications, and special projects are accomplished in a timely manner with quality and accuracy.

Essential Functions

1. Provide high-level auxiliary support to accomplish administrative tasks with a center-wide impact or to support corporate or regional deliverables.
2. Maintain a contemporary reports control system and project management methodologies to ensure all required recurring plans, standard operating procedures, and reports are submitted accurately and on time.
3. Function as a clearing house to gather information and review drafts for special projects such as corrective action plans, responses to audits, etc., and provide feedback to management as needed to ensure quality.
4. Attend weekly director meetings, takes minutes with a focus on action items, distributes to appropriate staff and follow up with assigned.
5. Assist in maintaining the Center Workforce Council and Community Relations Council by maintaining rosters, assisting in organizing meetings, recording minutes, and providing ongoing correspondence.
6. Monitor all corporate and DOL issuances, distribute to staff, and initiate appropriate responses for the Center Director’s review: monitor established due dates and collaborate with management to ensure deliverables are submitted on time.
7. Manage the center directorate and conference room schedules as needed.
8. Provide routine administrative tasks such as answering phones, managing correspondence, greeting visitors, filing systems, ordering supplies, and mail management.
9. Participate in department meetings and all mandated PRH and Strategix training.
10. Maintain accountability of staff, students, and property and adhere to safety practices.
11. Promote a harassment-free environment.
12. Utilize information systems and handle student data in strict adherence to Job Corps and Strategix policies to protect student’s personally identifiable information (PII) and reduce network security threats.
13. Adhere to and model Strategix servant leadership culture values: Honor Others, Inspire Vision, Choose Integrity, People First, Balance Focus with Flexibility, Serve with Humility, and Innovate and Disrupt.

We are committed to being an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Requirements:

Qualifications and Experience Minimum

Post-secondary degree or certification in business, project management, or related field and three years of business office experience, or equivalent combination of education and experience. Ability to work independently and use good judgment. Excellent interpersonal, customer service, and written/verbal communication skills. Requires the ability to keyboard accurately at 50 wpm. Extensive knowledge of composition, grammar, spelling, and punctuation.

Preferred

Bachelor’s degree in business or project management professional (PMP) certification and five years related business office experience

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. This job description is not intended to be all-inclusive. Employee may be requested to perform other reasonable related duties as assigned by the immediate supervisor and other management as required. The company reserves the right to revise or change job duties as business requirements dictate with or without notice. It is mutually agreed that the job description does not constitute a written or implied contract of employment. It is also understood that the company reserves the right to change work schedules as required, including overtime.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning device and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 10 pounds. Specific vision capabilities required by this job include close vision, distance vision, and peripheral vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to outdoor weather conditions ranging from cool in Winter to extreme heat in the Summer and Fall months, and occasional poor air quality. The noise level can vary from moderate to loud.