Position Title: Executive Assistant
Position Reports To: President/CEO & Board/CEO Liaison
Date: April 2017
Visit Anaheim’s mission is to develop, market and sell Anaheim to benefit the economic vitality of our communities. Under general supervision but primarily acting on own initiative, perform a broad variety of functions to directly support the President & CEO and Board/CEO Liaison.
Primary Duties and Responsibilities
Ensure seamless flow of the President & CEO’s day-to-day activities. Manage all related components with flexibility, discretion, professionalism, and strong interpersonal skills.
Manage calendar of appointments and events, including arranging meetings, conference calls, travel, etc. Ensure changes, updates and conflicts are resolved and communicated in a timely and efficient manner.
Coordinate travel itineraries for identified leaders, to include airfare, hotel accommodations, transportation, and registration. Prepare travel packet and monitor for logistical changes and updates which require notification so that travel is as seamless as possible.
Meeting management to include: scheduling, venue selection and confirmation, distribution of relevant materials, arrangements for teleconferencing/AV set up, and catering/clean up of rooms as necessary.
Screen telephone calls, receive and direct visitors, process daily mail, and maintain up-to-date filing system. Track items and communicate status.
Schedule and set up Board of Directors meetings. Select locations, coordinate meeting details, refreshments, collect RSVP’s, attend meetings and take meeting notes, prepare and distribute minutes to Board members.
Keep Board of Directors information and biographies up-to-date. Update Board of Directors Orientation book as needed. Maintain Board of Directors Meeting Minute book and relevant files. Assist with the annual Board of Directors election process.
Draft correspondence. Prepare and send out correspondence, agendas, and reports as needed.
Prepare and process expense reports for President & CEO and Board/CEO Liaison. Ensure receipts are collected and processed within set guidelines and in a timely manner.
Maintain discretion and confidentiality in handling sensitive information with board members, staff, and the general public.
Maintain updated contact lists for President & CEO.
Manage and track entertainment ticket allocations. (Disney Club 33, Angels, Ducks, etc.)
Perform other duties and projects as assigned.
Required: 2-years college minimum
Preferred: College degree
: 3-years clerical/administrative experience minimum
: 7-10 years experience as an executive assistant
: Excellent proofreading and editing, organizational, and communication skills, accurate/proficient typing skills, and the ability to perform multiple tasks.
: Computer knowledge of Macintosh systems, PC systems, software knowledge of Simpleview, Excel, Microsoft Word, and E-Mail.
No supervisory experience is required for this position.
Exposure to highly confidential information from President/CEO and Board/CEO Liaison.
- Mental Application
Ability to concentrate on tasks for long periods of time. Capable of performing several tasks simultaneously.Competent to present information, answer questions, talk informatively.Attention to detail required.Direct contact with general public.Ability to meet deadlines.
The extent to which an error in judgment on the job would result in loss of time, expense or public/employee goodwill.Most projects that are processed are on a strict deadline.Errors in judgment would significantly impact smooth office operations and would result in loss of favorable relations with bureau members and the travel trade.
- Contacts – Internal and Public
Frequent contact with those individuals at all levels from both inside and outside of the organization.A friendly personality and ability to be tactful, discreet, gracious, circumspect, and informed is required to interact with staff, Visit Anaheim Partners, and the general public inside and outside the office.
- Magnitude and Scope
This type of expenditure is not required in this position.
A. Physical Activity
- Ability to frequently stand, walk, and/or sit.
- Ability to occasionally lift, carry, 10 pounds.
- Ability to occasionally climb stairs.
- Ability to occasionally kneel and bend.
B. Use of Senses
- Ability to properly converse in ordinary conversation and over the telephone.
- Ability to hear ordinary conversations.
- Ability to have good vision, i.e. to see both near and far sighted objects, depth perception, color vision, and field vision.
C. Environmental Conditions
- Ability to constantly work indoors.
- Never work in high (85+ degrees) or low (50- degrees) temperatures, wet and/or high humidity, sudden temperature change, high level of noises or vibrations, or any mechanical, electrical, burns, explosive or radiant energy hazards.
D. Atmospheric Conditions
- Occasionally work with or around dusts, or smoke.
- Never work with or around fumes, orders, mists, or poor ventilation.
E. Cognitive Requirements
- Constantly perform reading and proofreading.
- Occasional special projects require analyzing and reasoning.
The physical demands 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.
The work environment characteristics described here are representative of those an employee encounters while perform essential functions of this job. The work environment is a professional business office.
A consistent and reliable presence at work is necessary.