Administration Assistant

We are seeking an Administration Assistant to perform administrative tasks and clerical duties for the President and Executive Staff of our tourist based business in Pensacola FL .

This position serves as the liaison between the Board members, our Staffed employees, our Business partners, any volunteers working with / for us, as well as the President & CEO.

DUTIES & RESPONSIBILITIES :

• Serve as primary point of contact for internal and external constituencies on matters pertaining to the President & CEO.  Provide a bridge for smooth communication between the President & CEO’s office and staff; demonstrating leadership to maintain credibility, trust and support.    Manage the Executive’s schedule, appointments, travel arrangements, and expense reports.
• Prepare & edit ALL correspondence, reports, and responses to written communications on behalf of the President & CEO.
• Manage our schedule of meetings and programs including announcements, registration, and related website pages.  Record, transcribe and distribute minutes of business meetings.
• Research and coordinate special projects as directed by the President & CEO.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.   Prepare monthly and annual reports for Board Meetings, TDC, and Escambia County.
• Provide administrative support to the Event Grant program including establishing schedules, distributing materials, answer questions, prepare applications for review, and transcribe minutes from the committee meetings.   Support special projects through research and managing the project timeline.
• Support internal staff as requested.  Collect data from Partners and Vendors, prepare reports as requested.  Prepare invoices, reports, memos, letters and other documents using word processing, spreadsheet, database and other presentation software.   Provide high quality professional service to clients and staff, in order to fulfill needs effectively, while also efficiently demonstrating credibility, trust and support.  Improve processes and policies in support of organizational goals, maximize output, adherence to rules, regulations and procedures.

Be a team player, problem solver, people person, self-starter and demonstrate flexibility, initiative, and strong communication skills.  Other duties as assigned.   REQUIRED COMPETENCIES :

Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.   Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.   Planning / Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.   Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.   Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.     QUALIFICATIONS :

The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.   Activity Measures :

SCHEDULE :