JOB TITLE: Executive Assistant to the COO __________________________________________________
The Executive Assistant reports directly to the Chief Operating Officer (COO) and provides high level support to the COO 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 two board of Directors: Arlington Tourism Public Improvement District (ATPID) and Spirit of Arlington Foundation. The Executive Assistant must embrace working in an entrepreneurial environment that is fast-paced, mission-driven, results-driven and community-oriented. Assists the COO with Advocacy and Community Outreach appointments and efforts.
Performs full administrative support of a responsible and confidential nature for COO. Compiles and prepares statistical reports, gives information to callers and performs the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Commit 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). To promote and adhere to workplace excellence, growth, professionalism, integrity, and have the desire to make a significant impact on internal and external constituencies.
Include the following; compliance with the employee handbook is also required. Other duties may be assigned.
Completes a broad variety of executive level administrative tasks for the COO including: managing calendar appointments; completing expense reports; special purchasing; composing and preparing correspondence (some confidential); arranging travel plans, itineraries, and agendas.
Completes executive level administrative tasks for two boards of directors including scheduling board and executive board meetings and town hall meetings, Initiates board communications, and other duties related to internal and external communications to the board and website updates. Prepares and distributes materials related to 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 to two boards and participates as the COO’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.
Serves as the coordinator and assists with managing the Arlington Tourism Public Improvement District Hotel Incentive application and disbursement process, which includes event background analysis. Reviews and tracks the funds and produces reports, monitors progress and coordinates with all involved parties. Maintains ATPID hotel contacts and participates with ATPID renewals.
Occasionally is in communication with City of Arlington staff and department directors and industry and community stakeholders as directed by the COO.
Screens, researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO 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 COO'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.
Maintains discretion and confidentiality in all relationships.
Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations
Responsibility and Decision-Making Authority:
Under the direction of the COO, 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 COO.
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 helpful.
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
ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals ability to compute rate and percent equipment such as computers and 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 An occasional event (maybe two a year) might require the applicant’s assistance in the evening at the event. This responsibility with the Bureau and requirements will be different for each event, but will be discussed with the applicant ahead of time to determine their ability to work this into their personal schedule (as paid, not volunteer).
OTHER SKILLS and ABILITIES:
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.
While performing the duties of this job, the employee is regularly required to stand; walk; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to sit and stoop, kneel, crouch, or crawl.
The employee may be needed to lift or move up to 25 lbs.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually low to moderate in most cases
ABOUT ARLINGTON CVBWe are the official destination marketing organization for the city of Arlington, Texas. Our mission statement is: "TO BUILD AND MARKET ARLINGTON AS A PREMIER DESTINATION."This simply defines our goals and ambitions as we strive to make Arlington, Texas, a top destination for meetings, conventions, groups and leisure travelers.Arlington CVB was founded in June of 1972 with its f...irst board of directors. Originally a division of the City of Arlington, the Arlington CVB became its own independent bureau 20 years later in 1992.
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