Location: San Antonio, TX 78205
Post Date: 03/11/2024
JOB SUMMARY:
Under general direction, the Administrative Assistant is responsible for performing, coordinating, planning, and providing administrative support services for the Chief Operating Officer and Chief Marketing Officer of a not for profit organization supporting tourism in San Antonio. This role will also be responsible for providing oversight of Board and Executive Committee communications and will oversee Board Rotations, the Board nomination process, coordinate Board and Executive Committee meetings, and provide custodianship to the Board bylaws.
This role provides high level project and administrative support for management and staff as well as the general public. This position reports to the COO.
ESSENTIAL JOB FUNCTIONS:
- Supports the administrative operations for the Chief Operating Officer, including managing board relations, calendar and email management, travel logistics, preparing expense reports, invoicing, coordinating mailings, and other special projects as assigned.
- Drafts critical executive communications, such as emails, letters, and memos. The ideal candidate must possess outstanding professional writing skills and attention to detail.
- Assists in preparing management reports, presentations, and briefing packets.
- Research, compile, and analyze data for special projects and various reports.
- Assists in the coordination and scheduling of quarterly Board of Directors meetings, including Committee and Taskforce meetings, in which the assistant will serve as the meeting organizer and coordinate the meeting room set-up, preparation of Board packets and welcome kits, food and beverage needs, audio visual needs, and accurately transcribe meeting minutes.
- Coordination of the Board of Director’s nomination process
- Interprets policies, procedures, laws, and regulations in response to inquiries and complaints; refers inquiries as appropriate. Stewards and oversees pertinent organizational resources.
- Assists in the preparation of the department budget; reviews and monitors departmental expenditures; audits petty cash expenditures; processes all accounts payable invoices.
- Assists in the preparation of the department payment requests and helps process approval from management.
- Assists in the day-to-day schedule management as needed in support of COO
- Coordinates purchases of equipment, supplies, and services; ensures compliance with departmental policies and procedures.
- Organizes and maintains digital and non-digital filing systems; maintains records related to specific area of assignment.
- Performs related duties and fulfills responsibilities as required.
JOB REQUIREMENTS:
- Bachelor's Degree from an accredited college or university with major coursework in Business, Public Administration, or a related field.
- Three (3) years of professional experience in a relevant field, including but not limited to management, analysis, or policy development.
- Valid Class 'C' Texas Driver's License
APPLICANT INFORMATION:
- If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.
- Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of this position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
- Applicants selected for employment in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
KNOWLEDGE SKILLS AND ABILITIES:
- Knowledge of record keeping procedures and practices.
- Knowledge and experience working with Boards of Directors, interpreting and custodianship of BoD Bylaws, and Board communication protocols including Robert’s Rules of Order.
- Knowledge of modern office procedures, methods, and computer equipment.
- Knowledge of organizational policies, procedures, and administrative systems
- Ability to perform responsible and difficult administrative office duties involving the use of independent judgment and personal initiative.
- Ability to understand the organization and operation of the City of San Antonio and of outside agencies as necessary to assume assigned responsibilities.
- Ability to schedule and coordinate projects, set priorities, and adapt to changing priorities.
- Ability to maintain confidential data and information for division, section, or office staff.
- Ability to work independently in the absence of supervision.
- Ability to communicate clearly and professionally, both verbally and in writing.
- Ability to establish and maintain cooperative working relationships with those contacted in the course of work including the Board of Directors, City officials, management staff, employees, and the general public.
PHYSICAL REQUIREMENTS:
Physical requirements include visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate computer keyboard. Subject to sitting, standing, lifting and walking to perform the essential functions.
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