Executive Assistant

Gerald R Ford International Airport Authority - Grand Rapids, MI (30+ days ago)


The Gerald R. Ford International Airport Authority is seeking applicants for an Executive Assistant. Qualified applicants will possess superior multi-tasking skills, excellent customer service and communication skills, a collaborative spirit and a friendly and welcoming personality. Under general supervision, the Executive Assistant provides professional administrative support to the President and CEO, the Board of Directors and the Executive Leadership staff. This position ensures efficient administrative daily operations, and quality customer service in compliance with Authority policy and procedures.

Essential Duties and Responsibilities:
Provides direct support to the President and CEO and VP and COO which includes calendar management, scheduling & coordinating meetings, travel arrangements, monitoring of phone calls and messages including responding when requested, presentations and other clerical work as required.

Collaboratively coordinates with Co-Executive Assistant on shared assignments and duties. Cross-trains to ensure timely completion of administrative clerical duties for internal and external customers.

Provides Board of Directors support including scheduling committee & Board meetings, completing committee & Board packets, DIN’s and other reports as required. Attends committee and board meetings as scheduled, transcribes and distributes committee and board meeting minutes. (cross-trains with co-executive assistant position for back-up coverage)

Coordinates and arranges travel; including registrations, hotel reservations and airfare for Authority Executives and Directors, Board Members, and department staff.

Prepares confidential documents and report and maintains confidential files and records. Ensures the integrity of confidential materials and information.

Schedules the archiving and/or destruction of documents in accordance with document retention requirements. (hardcopy and electronic files)

Provides service to customers with complicated and/or unusual service requests requiring more thorough substantive and procedural knowledge of records, fee structures, documentation requirements, processes and/or other aspects of the Authority’s operations.

Ensures proper staffing and administrative support to assigned Executives. Coordinates with Co-Executive Assistant for office coverage at all times (ie: Vacations, PTO, etc.)

Coordinates with Co-Executive Assistant for daily back-up of front office phones to ensure lunches and breaks are covered.

Collects information and data on assigned subjects, prepares abstracts and summary reports and compiles data in usable formats as requested.

CONTACTS:
This position has frequent contact with:
Elected officials, state and local agencies to respond to requests for information and assistance, submit reports, and resolve complaints or concerns.

Governing boards and the Board of Directors to schedule meetings and presentations, distribute agendas and minutes, and respond to requests for information and other matters.

Customers to resolve issues or complaints regarding the quality of service received and/or to respond to service requests requiring extensive substantive and procedural knowledge.

Internal and external departmental clients, to provide assigned services.

Civic and community groups and members of the general public to provide information and assistance.

REQUIRED KNOWLEDGE AND SKILLS:
Thorough working knowledge of office protocols and procedures.

Thorough working knowledge of customer service practices and principles.

Thorough working knowledge of departmental processes and procedures and any legal requirements

pertaining thereto.

Thorough knowledge of records management principles and practices.

Working knowledge of Authority policies and procedures.

Demonstrated proficiency in the use of word-processing, spreadsheet, database and other applications software.

Good interpersonal and oral and written communications skills.

Thorough understanding of confidentiality issues.

Good organizational skills and ability to prioritize significant volumes of work.

Good English usage skills, including spelling, punctuation, grammar, and construction.

Ability to interact positively and appropriately with constituents from widely divergent socio-economic and cultural backgrounds.

Professional appearance maintained at all times.

REQUIRED EDUCATION, TRAINING AND EXPERIENCE:
Associate’s degree in Business Administration/Management is preferred with 3 years demonstrated administrative support experience. OR Five years of progressively responsible and demonstrably successful experience in administration or clerical/executive support in lieu of degree.

LICENSES AND CERTIFICATIONS: The incumbent may be required to hold a current appointment as a Notary Public, as appropriate to the functions of the department.

WORKING CONDITIONS:
Work is performed in a normal office environment.
Great TEAM oriented environment.
Competitive wages/benefits.
Opportunities for growth.
GRReat opportunity to be a part of a dynamic and fast growing organization!
Gerald R. Ford International Airport is an Equal Opportunity Employer who embraces Diversity and Inclusion