Executive Administrative Assistant

TITLE:Executive Administrative Assistant

EMPLOYER:RIRRC

DEPARTMENT:Human Resources

REPORTS TO:Director of Human Resources and Safety

EFFECTIVE DATE:09/01/2025

SUMMARY:

This position is responsible for providing high-level administrative support to the Executive Director and the senior staff.

DUTIES AND RESPONSIBILITIES:

• Provide high-level administrative support and assistance to the senior staff.
• Lead and support process improvement initiatives, special projects, reports and assist with the implementation of development and improvement plans.
• Conduct periodic audits of files and records to ensure required documentation is complete, accurate, appropriately maintained, and properly filed.
• Provide administrative and executive support to senior staff, including coordinating calendars, travel arrangements, meetings, appointments, conferences, and other organizational activities.
• Prepare meeting agendas, schedules, correspondence, presentations, reports, memoranda, and other documents for senior staff.
• Attend meetings as requested; take, prepare, and distribute meeting minutes, notes, action items, and other related documentation.
• Receive and review incoming correspondence and communications on behalf of senior staff; assess importance, summarize information as appropriate, and distribute or route materials to appropriate staff.
• Perform general office and administrative functions, coordinating office supplies, processing documents, and performing basic bookkeeping or related administrative activities.
• Responsible for organizing, maintaining, and updating electronic records and electronic files to ensure information is accurate, current, properly categorized, and readily accessible. Regularly review records and update files to reflect current employee, departmental, or operational status, as applicable.
• Greet and assist visitors and guests and provide appropriate information and direction.
• Maintain confidentiality and exercise appropriate discretion when handling sensitive organizational, personnel, financial, or management information.
• Performs other related duties as assigned by management.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

QUALIFICATIONS:

• Education: Associate’s or Bachelor’s degree in Business Administration, Public Administration, Office Administration, or a related field.

Computer skills:

• Extremely proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to organize and maintain electronic records, accurately enter and update data, generate reports, manage electronic files, and learn and effectively utilize software applications and technology systems.

Other skills:

• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 50 words per minute
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficiency with or the ability to quickly learn the organization.

COMPETENCIES:

• Ethics/Integrity - Reliable in carrying out instructions and performing assignments. Wiling to take on responsibilities and be accountable. Treats others with dignity and respect. Works to prevent accidents, injuries, and theft. Lives up to commitments. Is honest is all dealings.
• Dependability/ Reliability - Sets and observes own priorities for best use of time and meets deadlines. Adequately prepares equipment and work area to perform daily tasks. Completes required inspections of equipment and reports issues timely. Observes safety rules and practices. Aware of surroundings and diligent in keeping a safe working environment. Readily reports incidents and near misses. Engages in good housekeeping practices and takes proper care of equipment and tools.
• Productivity - Understands work methods, practices, and techniques, and is proficient. Understands tasks or projects and plans and organizes work to be more efficient. Consistently maximizes productivity without sacrificing quality. Is attentive to details of assignments and surroundings. Works independently, without the need for close supervision. Anticipates needs and seeks additional tasks as time permits.
• Communication Skills - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Planning and Organizing - Displays ability to effectively plan, organize and implement applicable tasks or projects in relation to established goals and objectives.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Must be able to communicate with others

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.