Executive Assistant to CEO

SUMMARY:

The Executive Assistant reports directly to the Chief Executive Officer (CEO) and provides high level support to the CEO as well as serving as the primary point of contact for both internal and external constituencies. The Executive Assistant also serves as a liaison to the Arlington Convention & Visitors Bureau (ACVB) Board of Directors and the City of Arlington. The Executive Assistant must embrace working in an entrepreneurial environment that is fast-paced, mission-driven, results-driven, and community-oriented.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following and compliance with the employee handbook is also required. Other duties may be assigned.

• Completes a broad variety of executive level administrative tasks for the CEO and City Of Arlington including: managing calendar appointments; completing expense reports; special purchasing; composing and preparing correspondence (some confidential); arranging travel plans, itineraries, and agendas. On occasion, may schedule travel for Mayor, City Manager, and others as needed for special site visits.

• Performs full administrative support of a responsible and confidential nature for CEO.

• Completes executive level administrative tasks for the Board of Directors and Executive

  Committee including scheduling board and executive board meetings and annual meetings. Initiates board communications, and other duties related to internal and external communications to the board. Prepares and distributes materials related to the Board of Directors: board reports, mailing, and notices. Confirms board member attendance at meetings. Maintains board of directors' files, binders, and correspondence. Records and transcribes Board Meeting minutes. Communicates meeting information and various other information to board members. Strong writing and proofreading skills required.

• Acts as liaison and participates as the CEO's administrative deputy including coordinating and assisting in scheduling, agendas, minutes and reporting on all meetings. A working knowledge of Robert's Rules of Order and standard board operations a plus.

• Adhere to compliance with applicable rules and regulations set forth in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. Upholds the Texas Open Meeting’s Act and posts both the meeting notice and agenda with the City of Arlington as required.

• Communicates effectively with the City of Arlington staff and department directors and industry and community stakeholders as directed by the CEO.

• Screens, researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO including those of a sensitive or confidential nature and uses judgement to determine appropriate course of referral, response, or action.

• Promotes and supports clear communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with staff.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through

  on projects to successful completion, often with deadline pressures.

• Reports ACVB performance measures to the city on a monthly basis.

• Compile city contract requirements as directed by the CEO.

• Maintains discretion and confidentiality in all relationships.

• Assists supervisor with the planning of the Leadership, Staff meetings, and Hotel General

  Manager (GM Roundtable) meetings.

• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks and participating in professional organizations.

• Maintains position on the Core Values Team.

• Commits to fostering the ACVB TEAM first environment and our culture, by following our core values: we own it (commitment), we lead (Strategic), we win (Results-Driven) and we celebrate (Passionate).

   

Responsibility and Decision-Making Authority:

Under the direction of the CEO, the Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. All activities are to be conducted with the consultation of the CEO.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITIES:

No supervisory responsibilities are associated with this position.

COMPUTER RELATED SKILLS / EXPERIENCE:

Proficient in Word, Excel, PowerPoint, and Adobe. Familiarity with Simpleview and CRM system is helpful.

EDUCATION and/or EXPERIENCE:

Four years of college plus three years of experience as an executive assistant or any related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

• ability to read and interpret documents and manuals.
• ability to communicate effectively in front of a group of people is required.
• a common second language, both in speech and writing, such as Spanish, would be considered a plus.

MATHEMATICAL SKILLS:

• ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• ability to compute rates and percents

• equipment such as computers and a calculator are provided.

REASONING ABILITY:

• ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

• ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS:

Possession of a valid Texas Operator's License, Class C. Travel is minimal and local - should never be overnight unless an opportunity occurs for educational opportunities out of the general region.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer