Administrative Assistant (Req: 177)

This position is responsible for providing skilled executive support to the Executive Assistant and the Executive leadership team as well as performing high-level administrative duties. This role requires extensive ability to handle confidential information and communication as well as provide productive and professional interactions with employees, executives, partners, owners, and outside consulting providers. A strong ability to manage their time effectively and work independently with proficiency in multiple competencies related to the job is essential for success in this role.

Essential Duties and Responsibilities

Essential duties and other responsibilities include, but are not limited to, the following:

• Back-up and support with handling and preparing legal documents for signature and distribution.

• Back-up and support with processing real estate/partnership documents as needed.

• Proofreads and edits documents, letters, and memos.

• General administrative duties (i.e., document filing, copying, printing, errands, etc.)

• Back-up and support compiling and distributing meeting packets for the Board of Directors, Operations, and other Executive Meetings.

• Gathers and sends out KPI’s.

• Prepares visual presentations.

• Back-up and support with monitoring email inboxes and executive calendars.

• Organizes meetings, lunches, and dinners. Set up and pick up food as needed.

• Support with LDI holiday and Annual recognition events.

• Coordinates with IT to set up conference room events such as presentations, phone calls, etc.

• Assists with other tasks and projects as needed.

Qualifications

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.

Required Education and Experience

• Must have at least 3+ years of experience in an administrative professional role or equivalent.

• Excellent oral and written communication skills

• Ability to maintain confidentiality and deal with sensitive information.

• Ability to multi-task and professionally collaborate with multiple executives and partners.

• Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook, etc.)

• Proficient knowledge of Adobe Acrobat and SharePoint
• Ability to learn new Software quickly.

Certificates, Licenses, and Registrations

• A valid California Driver’s License

Competencies

To perform this job successfully, an individual should demonstrate the following competencies: Business Acumen

Has a combination of knowledge and skill informed by experience regarding key business issues and has the skills to apply that knowledge and act with confidence.

Effective Communication

Ensures that regular, consistent, and effective communication takes place. Ensures that important information is shared with others, on a timely basis as appropriate, in their organizational unit. Proactive in keeping their manager informed, on a regular basis, about progress and problems to avoid surprises.

Collaboration

Develops, maintains, and strengthens partnerships with others inside or outside of the organization who can provide information, assistance, and support. Recognizes and appreciates the business concerns and perspectives of others. Provides valuable and needed assistance and support to others.

Initiative

Identifies what needs to be done and takes action before being asked or required. Does more than what is normally required in a situation. Seeks out others involved, in a situation, to learn their perspectives.

?Thoroughness?

Monitors the quality of one’s own work. Acts to verify information and checks the accuracy of own work. Develops and uses systems to organize and keep track of information or work progress. Organizes information or materials for others. Carefully reviews and checks the accuracy of information in work reports provided to management and others.

Time Management

Ability to strategically organize and plan time effectively on specific projects and tasks to achieve goals and be more productive.

Conflict Management

Functions effectively when under pressure and/or while experiencing rapidly changing or uncertain conditions. Maintains self-control and composure in the face of stress, opposition, or provocation. Effectively handles a variety of complex and difficult problems or tasks at once. Maintains a positive attitude under difficult circumstances. Quickly adapts and constructively reacts to unforeseen circumstances and setbacks, reducing their severity.

Resourcefulness

Quickly adapts and constructively reacts to unforeseen circumstances and setbacks, reducing their severity. Resourceful in getting tasks done through multi-tasking and creative thinking skills.

Physical Requirements

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and 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.

Office - The noise level in the work environment is usually moderate.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.