Executive Assistant

Full-time - Entry Level

Des Moines, IA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

This position provides executive administrative support to one or more vice presidents/senior vice presidents by assisting with functions on behalf of the executive(s) and coordinating executive communications.

Responsibilities

• Answers and screens telephone calls and provides information on behalf of the executive(s); answers questions about assigned area(s).
• In absence of executive(s), effectively uses available resources to make minor administrative decisions. Prioritizes communications and correspondence for executive(s).
• Processes incoming and outgoing mail and materials; takes initiative to answer mail and/or requests, as appropriate.
• Anticipates executive's needs and is proactive in meeting those needs.
• Creates presentations, communications and other professional documents under the direction and guidance of the executive(s).
• Independently composes and prepares letters, reports, meeting materials and memoranda in a professional format.
• Takes and transcribes dictation of letters, memoranda, articles, standards, and other material.
• Manages and coordinates executive(s) schedules and meetings.
• Makes necessary arrangements for administrative meetings and attends and takes minutes at such meetings, distributing meeting minutes and related material to appropriate individuals; completes follow-up on actions taken at meetings.
• Makes all travel arrangements and plans for executive(s).
• Maintains accurate specific and general files and records, including legal and confidential files.
• Shows initiative and flexibility in carrying out day-to-day responsibilities to executive(s) and the organization.

Requirements

• High school diploma.
• Three to five years administrative secretary/administrative assistant experience.
• Proficiency in using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases is required.
• Good knowledge and demonstration of professional office practices.