Executive Assistant

EXECUTIVE ASSISTANT JOB SUMMARY Executive Assistant provides administrative support to the President and Chairman.
This position reports to the President for day-to-day activities.
Coordinates corporate initiatives and events with both internal Executives, external clients, and public officials.
Given the dynamic nature of our business, the Executive Assistant must be flexible and consistent while maintaining confidentiality and exercising a high level of discretion.
When necessary, this position serves as a backup for other Assistant and Secretary positions.
JOB DUTIES AND ESSENTIAL FUNCTIONS Executive Assistant performs a variety of skilled and semi-skilled duties, which may include, but are not limited to the following: Open, stamp and distribute mail for company's Executives.
Copy, scan, and mail documents.
Type letters, memorandums, various documents, and reports.
Schedule both internal and external meetings for President.
File Lobbyist Reports with Secretary of State of Arizona for the President.
(quarterly, annual Principal report, Lobbyist renewal, Principal/Public Body renewal).
Gather Managers Monthly Status Reports from Division Managers and email to Board of Directors and Officers monthly.
Prepare written notifications for the President's review and approval of news-worthy events concerning the company.
Order Christmas cards, maintain mailing list, and send out signed cards.
Answer the telephone and answers questions for company Executives.
Monitor company general email account.
Prepare Annual Report (President's letter) for the Annual Stockholder meeting.
Take notes during the President's weekly staff meetings, updates Action Item List to reflect discussion points from the meeting.
Follow up with company executives on assigned action items.
Schedule Phoenix Staff Meetings for Chairman/CEO.
Prepare and send Chairman's Staff Meeting agenda with handouts to attendees.
Take notes during Chairman's Staff Meeting, prepare formal notes, and send to Chairman/CEO.
Make a copy for President and place in marked folder in President's office for his reference.
Maintain original purchase files of Arizona Water Company.
Maintain the Board Minute books.
Prepare and manage the bi-weekly timesheet for the Chairman/CEO in Paycom for the President's approval.
Review, approve, and schedule Requests for Leave from secretaries for vacation or other time off.
Coordinate department or front desk secretarial coverage.
Update Secretarial Policies and Procedures and meet with secretaries individually on an annual basis and throughout the year as needed to review correspondence standards, and secretarial policies and procedures.
Send out calendar invitations for approved Organization, Stockholder, Regular, and Special Board Meetings to directors and officers.
Schedule board packet review meetings for company staff and Chairman.
Work with Corporate Secretary to prepare necessary documents (Notice, Agenda, Resolutions, Waiver of Notice, Handouts, Minutes, etc.
) respectively for each scheduled Organization, Stockholder, Special, and Regular Board meeting for review and approval.
Work with Corporate Secretary on Arizona Corporation Commission Annual Report for the company's directors and officers.
Email approved Board Packet to directors and officers prior to scheduled Board meeting.
Coordinate with President to organize the company sponsored Executive Conference (every other year).
Act as backup for Administrative Secretary and/or Receptionist.
Perform other duties as assigned.
SKILLS, KNOWLEDGE, AND PHYSICAL REQUIREMENTS Skills, knowledge, and physical requirements include, but are not limited to the following: Ability to accurately type a minimum of 65 words per minute using a personal computer.
Must be an expert on office practices and demonstrate proficiency in the use of Microsoft Office Suite.
Ability to communicate effectively, both orally and in writing.
Ability to follow oral and written instructions.
Must be able to write legibly, have proficient reading comprehension, and good grammatical and spelling skills.
Must be well organized and detail oriented.
Must be able to meet deadlines.
Ability to work independently with little or no supervision or assistance.
A neat and professional appearance.
Must be dependable, punctual, and have good attendance.
Ability to interact with supervisors, co-workers, and other employees in a cooperative and professional manner.
Ability to perform repetitive physical activities using feet, legs, hands, and arms, climb stairs, lift up to 50 lbs.
, reach, grasp, push, and pull.
Position also requires filing, stooping, bending, kneeling, and reaching into file drawers daily.
EDUCATION, TRAINING AND EXPERIENCE The following are required: High school diploma or equivalent with Minimum of seven years' experience as Administrative/Executive Assistant providing secretarial support to top level management.
Bachelor's degree in business administration, or related field preferred with minimum of three years’ experience as Administrative/Executive Assistant providing secretarial support to top level management.
Valid Arizona driver's license and acceptable driving record.