Executive Assistant

JOB SUMMARY

This position provides administrative support to the President/CEO and the Tri-Cities Airport Authority Board of Commissioners. ORGANIZATIONAL RELATIONSHIP Reports to: President / CEO REPRESENTATIVE DUTIES AND RESPONSIBILITIES

• Provide administrative support to the President/CEO and other executive team members as directed to assist in ensuring airport goals and objectives are met in a timely and efficient manner.
• Maintain airport documents and files including obtaining necessary signatures, maintaining controlled documents, maintaining administrative policies and procedure manuals, and other airport documents as directed.
• Maintain and distribute internal and external reports, manuals, correspondence, and other documents as necessary to airport staff, commissioners, and other stakeholders.
• Greet visitors, answer telephones, and route calls and communications to President/CEO, Commissioners, and other executive staff as necessary.
• Schedule and prepare Board and Committee meetings and other meetings as directed.
• Prepare and distribute meeting information packets, presentations, agendas, and other documents as provided by President/CEO and other airport staff.
• Record, transcribe, distribute, and maintain minutes of Committee and Board meetings.
• Prepare purchase orders and maintain purchasing records for the Executive Director, Board of Commissioners, and other executive staff as directed.
• Coordinate travel plans including registration, transportation, and lodging for conferences, seminars, etc. for staff and Commissioners.
• Research internet for current articles and information relating to the airport and aviation industry and distribute to the Commissioners and staff.
• Order office supplies and equipment.
• Maintain current telephone listing of tenants and agencies and distribute to users.
• Schedule use of meetings rooms and associated billing.
• Plan, coordinate, and implement Airport events, dinners, press conferences, etc.
• Other duties, as assigned. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
• Knowledge of customer service principles and practices.
• Skill in the maintenance of files and records.
• Excellent verbal and written communication skills.
• Excellent computer skills.
• Proficiency in the use of a personal computer is necessary, including skills in Microsoft Word, Excel, and PowerPoint.
• Excellent interpersonal skills.
• This position requires skills in prioritization, organization, verbal communication, and interpersonal relations.
• Ability to establish and maintain effective working relationships with coworkers, supervisors, and the public.
• Ability to manage multiple projects simultaneously.
• Ability to plan, organize, and set priorities.
• Ability to professionally communicate, clearly and precisely, both orally and in writing, under varying degrees of demand and urgency.

EDUCATION AND EXPERIENCE

• Associate degree in business administration preferred or equivalent work experience.
• Minimum of three years’ administrative or clerical experience or equivalent experience.
• Must demonstrate excellent verbal and written communication skills.
• Must demonstrate excellent ability to interact and work with a diverse range of internal and external stakeholders, tenants, and staff.
• Ability to follow verbal and written directions.
• Proficiency in computer software packages to include Microsoft Word, Excel, Power Point, and other software used by airport staff.
• Possess skills in using the Internet for research purposes.
• Must be able to read and write effectively.
• Have ability to work well independently with minimal guidance.
• Must be able to handle multiple projects and be able to prioritize works effectively.
• Demonstrate the ability to use computers, communications systems, and other office technology.
• Possess valid driver’s license. WORKING CONDITIONS/ENVIRONMENT
• Job is performed in a well-lighted, well-vented, modern office setting.
• Job requires frequent movement from one work location to another with occasional sitting tolerance and occasional bending, twisting, stooping, and lifting of up to 20 pounds.
• Professional attire, grooming, and demeanor required.
• Frequent exposure to computer display terminals.
• On-call 24 hours 7 days a week. May have to work longer hours to complete responsibilities and assignments.
• Will be subject to recall after normal duty hours. WORK SCHEDULE
• This regular full-time position requires forty hours per week. Typical schedule is Monday through Friday 8AM to 5PM. Position is subject to callback in the event of an emergency or irregular operations.