Experience:
1-3 years of experience
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Employment Type:
Full time
Posted:
9/15/2019
Job Category:
Administration
Executive Assistant
(This job is no longer available)
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Job Description

The Council of State Governments (CSG) is the nation's only organization serving all three branches of state government. CSG is a region-based forum that fosters the exchange of insights and ideas to help state officials shape public policy. This offers unparalleled regional, national and international opportunities to network, develop leaders, collaborate and create problem-solving partnerships. To learn more about CSG please visit our website at www.csg.org. We are currently seeking an Executive Assistant at our Lexington, KY national headquarters office.

JOB SUMMARY

The Executive Assistant reports to the Chief of Staff and Director, CSG Center of Innovation and provides a high level of administrative support, in a fast-paced environment. The position requires a highly self-motivated professional with a positive demeanor, capable of managing a high workload while prioritizing tasks. This position provides support to help achieve organizational goals and serves as a professional and responsive conduit to CSG staff, leaders, regions, affiliates, members, donors, associates, and partners with a focus on excellent customer service. The position supports CSG leadership in the goals of creating a positive and productive work culture.

ESSENTIAL DUTIES AND RESPONSIBILITIES

* Proactively plan, manage and effectively communicate a coordinated system of workflow for internal and external meetings for distribution to CSG leaders, members, funders and partners.
* Prepare and distribute collateral materials with a strategic approach and focus on effective time management for prioritizing meetings, resolving schedule conflicts, and staying several steps ahead to achieve optimal results.
* Work effectively with various internal departments and staff members to prepare accurate and timely communications for successful CSG meetings and events.
* Proactively manage projects, often with competing deadlines for successful completion
* Manage complex travel arrangements and prepare detailed itineraries with an emphasis on effectively managing travel costs.
* Coordinate and submit accurate travel expense reimbursements.
* Represent the Chief of Staff and Director of the CSG Center of Innovation on internal and external communications.
* Independently produce presentations as requested.
* Work collaboratively with communications team to ensure compliance with CSG branding and quality.
* Provide administrative support for national, regional and other CSG or grant sponsored meetings including meeting minute summaries.
* Serve as staff support for all CSG Leadership Council and Executive Committee meetings.
* Prepare memos and briefing summaries for executive staff.
* Actively works in maintaining productive collaboration with CSG regions, including regional leaders and staff.
* Translate strategies and meeting minutes into draft planning documents and correspondence that effectively supports leadership.
* Assist CSG leadership team in carrying out civic and charitable partnership initiatives including support for employee team building efforts.
* Draft professional business letters and correspondence
* Directly supervise and lead administrative staff to ensure excellent customer service for all CSG colleagues, members, funders and partners.
* Manage a monthly financial review process for the Chief of Staff and Director, CSG Center of Innovation which includes monitoring and tracking budgets for compliance, reviewing and preparing monthly financial reports. Tracks budgets for restricted and unrestricted funding sources including federal and state grants, contracts and cooperative agreements.
* Assist in the development of written reports including supporting budget documents for the Chief of Staff and Director, CSG Center of Innovation with the information necessary to carry out sound decisions and duties.
* Be a part of an energized team of administrative support staff whose "can do" attitude and attention to detail make them indispensable. Consistently exceed expectations in recognizing and following through on opportunities to add value.

Other Duties

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.

SKILLS AND ABILITIES

* Ability to develop high level written correspondence, memos, reports, briefing summaries and budget documents for senior leadership.
* Positive approach with a high degree professionalism confidentiality and accuracy.
* Ability to anticipate the needs of the Chief of Staff and Director, CSG Center of Innovation and respond accordingly.
* Proficient with technology to produce high level presentation.
* Demonstrated expertise in Microsoft Office Suite.
* Ability to lead projects, and complete responsibilities independently with minimal supervision.
* Ability to think critically, synthesize information from a variety of sources, work collaboratively or independently as required, prioritize effectively, manage multiple tasks simultaneously, and effectively carry out written and oral instructions.
* Ability to anticipate and solve problems.
* Ability to handle and prioritize multiple activities and responsibilities often with competing interests and deadlines.
* Ability to develop proficiency with organizational specific technology applications to provide accurate and timely data.
* Strong sense of urgency and a focus on attention to details.
* Strong knowledge and skills of public speaking and presentations.
* Ability to be flexible as timelines, deadlines and priorities may shift.
* Demonstrated experience working collaboratively with diverse stakeholders including CSG staff, policymakers, thought leaders, subject matter experts and community leaders.
* Ability to exercise exceptional judgement with sensitive and confidential information.
* Excellent interpersonal skills.
* Demonstrated ability in written and oral communication skills.
* Ability to travel occasionally.

EXPERIENCE REQUIREMENTS

* Minimum of two (2) years of work experience as an Executive Assistant reporting directly to executive leadership required.
* Experience with or in federal or state government, association management, non-profit organizations, public administration or related field

EDUCATION REQUIREMENTS

* Bachelor's degree required, concentration in business, business management, finance, executive administration, or related field preferred.
* Certified Administrative Professional certification (CAP) preferred.

PHYSICAL REQUIREMENTS ESSENTIAL TO PERFORM DUTIES OF THE JOB

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.

* Frequently communicates with internal and external partners.
* Frequently operates a computer to create policy briefs, memos and presentations.
* Frequently remains in a stationary position to perform desk duties.
* Frequently works in a well-lit, tempered room.
* Occasionally moves throughout office to communicate to coworkers.
* Seldom transports objects, such as files or paper boxes, with weight up to 25 pounds.

APPLICATION INSTRUCTIONS

Interested applicants must complete the online application and include a resume and cover letter.

CSG is an Equal Opportunity Employer (Minorities/Females/Veterans/Disabled)