Executive Assistant
Phoenix IDA - Phoenix, AZ

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PHOENIX IDA
Executive Assistant
Job Description

JOB SUMMARY

This classification provides a variety of highly responsible, confidential and executive administrative duties in support of the Executive Director and Phoenix IDA staff. Duties may include, office coordination, providing research and reporting, budget participation and monitoring, planning, organizing and supervising office support staff. This position is characterized by responsibility of a variety of administrative activities to be met with minimal supervision. Incumbent will report to the Executive Director.

ESSENTIAL FUNCTIONS

  • Prepares, types, organizes and reviews a variety of written material including reports, minutes, board and council agendas, and correspondence
  • Composes correspondence for the Executive Director and Phoenix IDA Board members
  • Receives, investigates and answers sensitive phone calls, inquiries, and complaints; provides information, resolves problems or refers calls to the appropriate individual for action
  • Schedules meetings and keeps a calendar for the Executive Director; makes travel arrangements
  • Opens, distributes, answers or routes incoming mail, including drafting responses on matters for which authorization has been delegated
  • Provides staff support or liaison activities to internal or external committees and organizations
  • Enters Phoenix IDA information and statistics into appropriate database(s)
  • Monitors workload process and systems to facilitate efficiency and productivity and provides excellent customer service
  • Coordinates, arranges, and plans special events and meetings as directed
  • Participates in the preparation and monitoring of the operating budget
  • Manage website content, updates and maintenance
  • Prepares personnel and payroll records, purchasing and expenditure forms and reports
  • Maintains office files and inventory of supplies
  • Performs other related duties as needed and delegated

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of:

  • Possesses strong business administration principles and practices
  • Working knowledge of government operations, municipal organizational structure, city officials and their functions
  • Possess knowledge of office practices, procedures and equipment
  • Possess excellent communication, grammar, spelling, vocabulary, and math skills
  • Experience in formatting and organization of correspondence, reports and written directives
  • Record keeping systems
  • Effective customer service skills and practices

Skills in:

  • Computer operation and proficient use of Microsoft Office, Apple products, equipment/software
  • Operating basic office equipment

Ability to:

  • Establish and maintain effective working relationships with high level public officials, City Council members, IDA Board members and the general public
  • Research and resolve problems and complaints
  • Communicate effectively and professionally both orally and in writing with board members, city staff, other agencies, employees and customers
  • Maintain complete and accurate records; organize and cross-reference materials and records
  • Prepare documents including reports, minutes and correspondence with a high level of proficiency using proper punctuation and grammar
  • Exercise independence, judgment, diplomacy and discretion while handling confidential, legal, and sensitive matters
  • Perform math calculations with speed and accuracy
  • Use electronic word processing, spreadsheets and data base computer applications including Microsoft and Apple products, equipment/software
  • Support, update and maintain website
  • Work safely without presenting a threat to yourself or others

MINIMUM QUALIFICATIONS & SPECIAL REQUIREMENTS:

Associate's Degree in office management, public administration or the executive secretary field, and four years of increasingly responsible experience as an administrative secretary. Other combination of training, experience and education that provides the required knowledge, skills, and abilities may be substituted.

ADDITIONAL REQUIREMENTS:

This position will require the performance of other essential and marginal functions depending upon work location and assignment.

WORKING CONDITIONS:

General office setting

FLSA STATUS:

Exempt – Administrative

BENEFITS:

Competitive total compensation package includes; medical, dental, disability, life insurance, paid vacation, personal days and holidays


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About this company
The Phoenix IDA is an Arizona non-profit corporation under the Industrial Development Financing Act. Phoenix IDA provides qualified...