Job Description

POSITION SUMMARY:

The primary responsibility of this role is to provide comprehensive support to the Chief Economic Development Officer (CEDO) and serve as the primary point of contact for the CEDO for internal and external contacts. Duties include prioritizing all items requiring CEDO attention, managing a complex schedule and calendar, logistical execution, and preparing correspondence and briefings in a professional manner. Additionally serves as a project coordinator for the Economic Development (EcDev) department special projects and to support travel, meetings and prospect visits. Support with general administrative items for the team including: reception coverage, mail, phones and office facilities support. 

POSITION RESPONSIBILITIES:

  Executive Assistant

• Handle CEDO office matters proactively, with a high level of confidentiality and discretion; uses initiative and judgement to see that matters are handled expeditiously. Maintain a pulse on critical projects and topics impacting the CEDO office to proactively address critical issues and manage calendar and resources accordingly. Discern issues and information to ensure the CEDO is apprised timely of urgent information.
• Manage a comprehensive contact relationship management system on behalf of the CEDO to include proactive meeting scheduling, communications planning, and records management.
• Serve as primary point of contact for CEDO for internal and external parties and incoming correspondence (via email, phone, mail, etc.); screen incoming calls and emails; take and deliver accurate messages; respond to requests and refer to appropriate staff as necessary.
• Provide sophisticated calendar management for CEDO to ensure accurate and efficient coordination of time and resources, including scheduling all internal/external appointments, meetings, calls, activities; prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Plan, coordinate, and secure logistics for all CEDO meetings, travel, and activities, including preparing briefing materials and logistical information to inform meetings with staff and outside parties (i.e., meeting agendas, attendee bios, travel logistics, etc.), accommodations, menus, space set-up, managing to a budget, transportation, audio/visual requirements, etc.
• Manage internal CEDO communications as directed, and compose correspondence, communications, presentations, and other documents on behalf of the CEDO for both internal and external purposes.
• Serve as the primary point of contact for CEDO for external boards to ensure participation expectations are being met.
• Manage CEDO email inbox and coordinate tasks and response deadlines accordingly.
• Maintain accurate records in Outlook, to include meeting details and contact information.
• Prepare CEDO expense reports and credit card reconciliation monthly.
• Develop and maintain strong working relationships with internal and external constituents.
• Provide Shared Service/Administrative support with the internal administrative services team: coordinate office operations and resources to ensure effectiveness; ensure order, including office facilities management, answering main phone line, distribution of daily mail, greet guests in a professional manner and create a welcoming environment.

Project Coordination

• Coordinate and manage assigned Special Projects on behalf of the CEDO office.
• Maintain oversight of EcDev operations and project deliverables timelines. Support CEDO in proactive deadline management for EcDev department-wide or organization-wide initiatives.
• Support budget tracking and expense management for department.
• Manage assigned committees and recurring meetings, to include routine correspondence, reporting, agenda management, speaker coordination, and ongoing meeting planning and logistics. Attend meetings to ensure accurate meeting notes are prepared for review and approval; track and manage the follow up on related action items.
• Support the EcDev team to execute programs and meetings professionally.
• Arrange logistics and necessary arrangements for assigned meetings (location, catering, audio/visual requirements, etc.); draft agendas; compile, and distribute presentation materials.
• Coordinate calendars and assist in preparing for EcDev Team meetings or inbound/outbound recruitment prospect visits to include:
  • Event/meeting accommodations, transportation for participants, facilities, catering/beverages, signage, displays, special needs requirements, security, etc.
  • Development and review of itineraries, agendas, dossiers, etc.
  • Preparation and printing of meeting materials
  • Set-up and operation of all AV equipment, laptop computers, etc.
• Coordinate EcDev travel as needed and maintain travel schedule/itineraries for insight and awareness, and support on expense reports for team members to ensure accurate and timely submission to accounting for processing.
• Support ongoing department reporting to internal and external partners.
• Provide proactive and timely follow-up and ongoing client, partner, and stakeholder engagement.

POSITION QUALIFICATIONS:

Education: Bachelor's Degree preferred. Relevant work experience may be considered in lieu of a degree.

Experience: 

• Minimum 2-4 years of related administrative experience.
• Prior experience supporting an executive level position (VP, President/CEO, Executive Level roles).
• Proven track record in ability to handle multiple projects or tasks at a time, with high attention to detail and sense of urgency.
• Ability to maintain confidentiality, with a high level of discretion and discernment.

Competency Statements

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

• Organized - Possessing the trait of being organized or following a systematic method of performing tasks effectively.
• Communication, Oral/Written - Ability to communicate effectively with others using the spoken word, and in writing clearly and concisely; interact with people of all levels in a confident, professional manner.
• Listening - Clearly receiving, interpreting, and understanding messages to translate into action.
• Problem Solving - Ability to identify and understand issues, problems, and opportunities; determine course of action and appropriate solutions.
• Energetic - Ability to work at a sustained pace and produce quality work, and react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines; complete a high volume of tasks with little or no guidance.
• Accountability - Ability to accept responsibility and account for his/her actions; Follow-through on requests and projects to successful completion, often with deadline pressures.
• Accuracy - Ability to perform work accurately and thoroughly.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

Core Values : Must possess the ability to daily represent the organization’s core values: Be:Real, Be:Accountable, Be: Curious, Be:Purposeful, and Be:Courageous.

Computer Skills:  Proficient PC skills, including MS Office (PowerPoint, Excel, Word, Outlook).

Certificates & Licenses:  None.

Other Requirements:  Valid Texas driver license.

WORK ENVIRONMENT

This is a flexible work environment which includes both in-office attendance and the ability to work from home as business needs allow. Work is performed both indoors and outdoors. Operating computer, manual dexterity, talking, hearing, and repetitive motion. Use of personal computing equipment, telephone, and multi-functioning printer. Ability to travel to and from meetings, training sessions or other business-related events. After hours work/travel may be required. 

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.

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