Executive Administrator Assistant
MOBILE AIRPORT AUTHORITY
JOB CLASS SPECIFICATION
Date Approved: 09/9/22
JOB TITLE: Executive Administrative Assistant
REPORTS TO: President
FLSA STATUS: Exempt
To provide top level professional support to the President to include, but not limited to, confidential administration support, receiving clients and visitors, arranging travel, expenses, correspondence, and scheduling meetings. This position includes keeping up the daily/weekly calendaring for the President. This position will act as the communication liaison by managing the flow of information to members of the executive leadership team to include phone calls, opening, and sorting interoffice and outside mail, summarizing reports and memos that are received before passing the information on to the President and other team members. The ability to maintain good office relations, manage office logistics, maintain confidentiality, and exercise discretion is essential for success in this role.
Maintain the President’s schedule, including day-to-day and long-term management of meetings, projects, and priorities. Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants. Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects and meet critical deadlines. Ensure the President is prepared for upcoming appointments by gathering materials necessary for each meeting. Conserve the President’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. Collect and assemble information for presentations, projects, and strategic planning. Serve as the first point of contact for a wide variety of high-level relationships between the President and external contacts. Facilitate, build, and monitor relationships including tracking contacts in database and managing follow-up. Handle phone, e-mail and postal mail inquiries and respond appropriately. Draft and edit correspondence, articles, reports, and presentations. Coordinate and manage special projects, including working collaboratively with staff to ensure projects meet deadlines. Work as a member of the team, willingly providing back-up support for
co-workers when appropriate and actively supporting team goals. Perform related work as required and assigned by the President.
MATERIALS AND EQUIPMENT USED
Computer, calculator, copier, office machines.
Utilize analytical skills and demonstrate broad understanding of the business to effectively interpret and anticipate needs. Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction. Work effectively without constant and direct supervision or guidance. Demonstrate flexibility in the face of change. Project a positive demeanor regardless of changes in working conditions. Produce well thought-out, professional correspondence free of grammatical and spelling errors. Interact professionally with vendors, tenants, and team members at all times. Promptly respond to requests with accuracy and a courteous demeanor. Display proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc. Superb communication skills (oral and written) with a confident, concise, clear, and compelling style. Excellent relationship builder; able to demonstrate a high level of tact and diplomacy with all internal and external customers. Must demonstrate ability to maintain confidential/sensitive information. Skilled in all aspects of planning and project management. Possess the ability to take an idea from concept to completion. Resourceful, strategic problem-solving ability with a positive attitude.
Minimum Training and Experience
Bachelor’s Degree, Project or Operations Management preferred and/or a minimum of 5 years equivalent work experience. Proficiency in all MS Office applications, including Word, Excel, and PowerPoint. Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail.
Generally, works in an office environment; must adapt to changing working environments.