Executive Assistant
GovernmentJobs.com, Little Rock, AR, United States
Executive Administrative Assistant
This position provides responsible, confidential, and complex administrative and secretarial support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Legal Officer (CLO), and Chief Financial Officer (CFO); coordinates all administrative support activities, and performs other work as assigned. This position requires independent planning and implementation.
Essential duties and responsibilities include:
Serving as the executive administrative assistant to CEO, COO, CLO and CFO.
Providing periodic administrative support to LRWRA directors, as necessary.
Performing routine to complex administrative and secretarial work for Senior Leadership Team, including but not limited to scheduling appointments and maintaining calendar, establishing and maintaining confidential and miscellaneous files, compiling data for reports, maintaining databases, etc.
Overseeing financial transactions for the CEO, COO, CLO and CFO including post-travel receipts/documentation, purchase requisitions, etc.
Making travel arrangements for the CEO, COO, CLO and CFO; receiving, reconciling, and processing all travel-related documentation and submitting to the accounting department; ensuring travel is processed in compliance with all travel policies and procedures.
Generating documents and handling correspondence, including correspondence to employees, pertaining to employee garnishments. Drafting Garnishment Responses for review by Chief Legal officer.
Handling logistical matters pertaining to organization and implementation of recurring LRWRC meetings including preparation of meeting room, meeting agenda, and meeting documentation.
Ensuring schedules are met by other departments in submitting LRWRC meeting agenda items and documentation; preparing meeting minutes; and maintaining records of LRWRC actions.
Utilizing Granicus or equivalent program to generate LRWRC agendas.
Preparing weekly staff and LRWRC agendas and agenda packets.
Completing special projects as assigned.
Preparing, typing, processing, proofreading, copying, filing/retrieving files, sending and receiving faxes and emails, assembling and collating documents, ordering supplies, processing daily mail.
Answering the telephone; providing information to callers as able/requested; screening calls and/or forwarding calls to appropriate staff persons.
Greeting and assisting office visitors for the CEO, COO, CLO, and CFO.
Receiving and responding to inquiries, requests for assistance and/or complaints in areas of responsibility.
Coordinating activities with other LRWRA divisions, outside agencies, and the public.
Acting in a positive and responsive manner with the general public in all interactions on behalf of the CEO, COO, CLO and CFO.
Following safety practices and guidelines at all times.
Following established work procedures and practices.
Undertaking any reasonable request within capabilities that is for the good of the Utility.
Performing any other related duties as required or assigned.
Qualifications to perform this job successfully include:
An Associate's degree or education and training equivalent to two years of college education in secretarial science, office management, business administration, or closely related field.
A minimum of five years of experience in administrative support to include one to two years of support to Executive-level staff, or working for multiple individuals or departments.
Knowledge of standard office practices and procedures.
Knowledge of hard copy and computer filing and record-keeping systems.
Knowledge and use of professional business correspondence, writing, and terminology.
Knowledge and skill in correct English grammar, spelling, punctuation, and syntax.
Knowledge and skill in professional business correspondence, writing and terminology.
Knowledge of computer fundamentals and business software, including database, spreadsheet and word processing software.
Skill in operating standard office equipment.
Ability to coordinate and determine time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities.
Ability to work cooperatively and maintain harmonious relations with employees in various departments across LRWRA.
Ability to compile data, analyze and interpret research findings.
Ability to electronically record and subsequently prepare accurate meeting minutes.
Ability to read, learn, and apply LRWRA policies and procedures.
Ability to compile information and prepare narrative and statistical reports.
Ability to maintain confidential information.
Ability to adapt to change and a fast-paced, multi-faceted work environment.
Ability to be flexible, handle diversified assignments, and assist with special projects.
Ability to communicate effectively with individuals and groups both orally and in writing.
Maintain a valid Arkansas driver's license.
Preferred: Licensed Notary Public, or willingness to obtain licensure within one year of hire.
Employee benefits include:
Health & Prescription Drug - UMR (United Healthcare) - High Deductible with H.S.A
Dental - Delta Dental Plan of Arkansas
Vision - DeltaVision / EyeMed Insight
11 days per calendar year plus one floating holiday.
Paid Time Off (PTO)- Hours accrue based on length of service (1 day equals 8 hours):
0-1 years: 18 days
1-5 years: 20 days
5-10 years 25 days
10-15 years: 27 days
15-25 years: 30 days
25 and more years: 35 days
Employees who voluntarily resign from LRWRA as an employee in good standing and are later rehired will have their PTO accrual schedule reinstated at the same level they had prior to separation.
Arkansas Public Employees Retirement System (APERS). Defined benefit. Mandatory employee contribution of 5.75% tax-deferred. Employer contribution of 15.32%. Vested at 5 years of employment.
401(a) Money Purchase Plans. Mandatory employee contribution schedule. Employer contribution schedule based on tenure. Vested at 5 years of employment.
457 Deferred Compensation Plans. Supplemental pre-tax plan. Funded entirely by employee.
Short Term Disability (STD) employer paid.
Short Term Disability (STD) Buy Up (optional) employee paid.
Long Term Disability (LTD) employer paid.
Health Savings Account with employer contribution available.
Flexible Spending Account, employee funded, for Medical and/or Dependent Care expenses.
Group Term Life Insurance (1x annual salary) employer paid.
Additional life insurance. Funded entirely by employee.
Telcoe Federal Credit Union
Southwest Employee Assistance Program (EAP)
Direct deposit of payroll.
Education Reimbursement of up to $5250.00 annually (after 1 year of employment).
University of Little Rock, AR tuition discounts.
Public Service Loan Forgiveness eligible employer.
Fitness Reimbursement of up to $200.00 annually.
Wellness Program of up to $150.00 annually.
This position provides responsible, confidential, and complex administrative and secretarial support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Legal Officer (CLO), and Chief Financial Officer (CFO); coordinates all administrative support activities, and performs other work as assigned. This position requires independent planning and implementation.
Essential duties and responsibilities include:
Serving as the executive administrative assistant to CEO, COO, CLO and CFO.
Providing periodic administrative support to LRWRA directors, as necessary.
Performing routine to complex administrative and secretarial work for Senior Leadership Team, including but not limited to scheduling appointments and maintaining calendar, establishing and maintaining confidential and miscellaneous files, compiling data for reports, maintaining databases, etc.
Overseeing financial transactions for the CEO, COO, CLO and CFO including post-travel receipts/documentation, purchase requisitions, etc.
Making travel arrangements for the CEO, COO, CLO and CFO; receiving, reconciling, and processing all travel-related documentation and submitting to the accounting department; ensuring travel is processed in compliance with all travel policies and procedures.
Generating documents and handling correspondence, including correspondence to employees, pertaining to employee garnishments. Drafting Garnishment Responses for review by Chief Legal officer.
Handling logistical matters pertaining to organization and implementation of recurring LRWRC meetings including preparation of meeting room, meeting agenda, and meeting documentation.
Ensuring schedules are met by other departments in submitting LRWRC meeting agenda items and documentation; preparing meeting minutes; and maintaining records of LRWRC actions.
Utilizing Granicus or equivalent program to generate LRWRC agendas.
Preparing weekly staff and LRWRC agendas and agenda packets.
Completing special projects as assigned.
Preparing, typing, processing, proofreading, copying, filing/retrieving files, sending and receiving faxes and emails, assembling and collating documents, ordering supplies, processing daily mail.
Answering the telephone; providing information to callers as able/requested; screening calls and/or forwarding calls to appropriate staff persons.
Greeting and assisting office visitors for the CEO, COO, CLO, and CFO.
Receiving and responding to inquiries, requests for assistance and/or complaints in areas of responsibility.
Coordinating activities with other LRWRA divisions, outside agencies, and the public.
Acting in a positive and responsive manner with the general public in all interactions on behalf of the CEO, COO, CLO and CFO.
Following safety practices and guidelines at all times.
Following established work procedures and practices.
Undertaking any reasonable request within capabilities that is for the good of the Utility.
Performing any other related duties as required or assigned.
Qualifications to perform this job successfully include:
An Associate's degree or education and training equivalent to two years of college education in secretarial science, office management, business administration, or closely related field.
A minimum of five years of experience in administrative support to include one to two years of support to Executive-level staff, or working for multiple individuals or departments.
Knowledge of standard office practices and procedures.
Knowledge of hard copy and computer filing and record-keeping systems.
Knowledge and use of professional business correspondence, writing, and terminology.
Knowledge and skill in correct English grammar, spelling, punctuation, and syntax.
Knowledge and skill in professional business correspondence, writing and terminology.
Knowledge of computer fundamentals and business software, including database, spreadsheet and word processing software.
Skill in operating standard office equipment.
Ability to coordinate and determine time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities.
Ability to work cooperatively and maintain harmonious relations with employees in various departments across LRWRA.
Ability to compile data, analyze and interpret research findings.
Ability to electronically record and subsequently prepare accurate meeting minutes.
Ability to read, learn, and apply LRWRA policies and procedures.
Ability to compile information and prepare narrative and statistical reports.
Ability to maintain confidential information.
Ability to adapt to change and a fast-paced, multi-faceted work environment.
Ability to be flexible, handle diversified assignments, and assist with special projects.
Ability to communicate effectively with individuals and groups both orally and in writing.
Maintain a valid Arkansas driver's license.
Preferred: Licensed Notary Public, or willingness to obtain licensure within one year of hire.
Employee benefits include:
Health & Prescription Drug - UMR (United Healthcare) - High Deductible with H.S.A
Dental - Delta Dental Plan of Arkansas
Vision - DeltaVision / EyeMed Insight
11 days per calendar year plus one floating holiday.
Paid Time Off (PTO)- Hours accrue based on length of service (1 day equals 8 hours):
0-1 years: 18 days
1-5 years: 20 days
5-10 years 25 days
10-15 years: 27 days
15-25 years: 30 days
25 and more years: 35 days
Employees who voluntarily resign from LRWRA as an employee in good standing and are later rehired will have their PTO accrual schedule reinstated at the same level they had prior to separation.
Arkansas Public Employees Retirement System (APERS). Defined benefit. Mandatory employee contribution of 5.75% tax-deferred. Employer contribution of 15.32%. Vested at 5 years of employment.
401(a) Money Purchase Plans. Mandatory employee contribution schedule. Employer contribution schedule based on tenure. Vested at 5 years of employment.
457 Deferred Compensation Plans. Supplemental pre-tax plan. Funded entirely by employee.
Short Term Disability (STD) employer paid.
Short Term Disability (STD) Buy Up (optional) employee paid.
Long Term Disability (LTD) employer paid.
Health Savings Account with employer contribution available.
Flexible Spending Account, employee funded, for Medical and/or Dependent Care expenses.
Group Term Life Insurance (1x annual salary) employer paid.
Additional life insurance. Funded entirely by employee.
Telcoe Federal Credit Union
Southwest Employee Assistance Program (EAP)
Direct deposit of payroll.
Education Reimbursement of up to $5250.00 annually (after 1 year of employment).
University of Little Rock, AR tuition discounts.
Public Service Loan Forgiveness eligible employer.
Fitness Reimbursement of up to $200.00 annually.
Wellness Program of up to $150.00 annually.