Executive Assistant

Salary Level 8

Full-Time

Exempt

Typical Hiring Range: $67,169- $83,962

Position Summary  (Primary Function)

The Executive Assistant at the Greenville-Spartanburg Airport District provides executive and administrative support to the President/CEO and Board of Commissioners, as well as other members of the executive leadership team, as necessary. Coordinates and communicates with all departments as well as external stakeholders. Assists in the execution of projects, programs and policies in support of the District’s Strategic Business Plan. Ensures the District administrative office is operating efficiently and effectively in alignment with the airport’s mission, vision, and objectives. Serves as a liaison between the Office of the President/CEO, the Board of Commissioners, the executive leadership team, internal departments, external stakeholders, government officials and business partners while operating with independence, precision, discretion and professionalism.

Responsibilities (Essential Functions)

• Manages the President/CEO’s calendar and schedules external and internal meetings.


• Composes and edits emails, drafts memos and prepares various types of communication on the President/CEO’s behalf.


• Coordinates travel arrangements for the President/CEO. Prepares expense reports and associated documentation.


• Develops, maintains and issues correspondence, notifications, meeting agendas and minutes and related documentation ensuring accurate communication and information flow to the District Commission, Staff and the public.


• Serves as the District’s FOIA (Freedom of Information Act) Coordinator, processing all information requests according to policy.


• Serves as the Districts Record Retention Custodian working with designated records resources to ensure records are retained and purged according to the District retention schedule.


• Serves as the liaison to the District Commission Members and handles preparation for Commission meetings, including agenda development, tracking, monitoring and following the progress of open action items, setting the timetable and owners for board material preparation and producing on time the final draft of the meeting packets and the production of timely accurate meeting minutes.


• Manages effective professional relationships with the Commission members, including arranging travel arrangements, expense reimbursements, Commission meeting logistics and acting as the first point of contact for Commission Member inquiries.


• Screens incoming/outgoing correspondence to ensure accurate timely responses by either the President/CEO or the appropriate Staff member as applicable per the topic.


• Coordinates the office of the President/CEO and the operations of the District administrative office to maximize proactiveness, efficiency and effectiveness.


• Plans, steers and facilitates the schedule for the President/CEO to ensure meetings, deadlines, presentations and other requirements of the executive office are successfully managed.


• Ensures the preparedness of the President/CEO by compiling necessary materials, reports, presentations and additional information for daily scheduled meetings and events.


• Responsibly and appropriately manages confidential information.


• Prepares various reports and maintains data as required to assist the President/CEO and other executive leadership team members in daily operations.


• Coordinates meetings for the Executive Leadership Team, including calendars, agendas, logistics, and preparation of documents and/or presentations, as needed.


• Manages internal and external events including planning, coordination, and logistics for onsite and offsite events.


• Other duties as assigned.

Education Requirements  

• Associates degree in business or a related field.

Experience Requirements

• Minimum of 5 years of executive administrative support experience required with supervisory experience over the course of the 5 years.


• Five or more years of experience in an airport and/or a governmental environment is preferred.

Knowledge, Skills, and Abilities

• Exceptional judgment, professionalism, discretion, and the ability to anticipate needs and to act with initiative in a fast-paced, highly visible environment.


• Excellent organizational, problem-solving and data gathering skills and the ability to manage multiple priorities in a changing environment.


• Exceptional interpersonal skills with the ability to communicate professionally with all levels of the organization and external stakeholders and the ability to maintain confidentiality, when applicable.


• Strong situational awareness and the ability to maintain confidentiality. Ability to instinctively recognize issues of significance and sensitivity. Ability to use discretion and filter information appropriately.


• Meticulous attention to detail and accuracy in matters of proofreading, document processing and relaying information.


• Superior written, verbal and interpersonal communication skills.


• Strong proficiency in Microsoft Office Suite, virtual meeting software, document production tools, social media and evolving technology advancements for office productivity.


• Ability to manage multiple competing priorities with accuracy and the ability to display calm under pressure.


• Flexibility, resourcefulness, adaptability to changing needs and demands and a willingness to work longer hours and outside of the normal schedule as circumstances require is needed.

Supervisory Responsibility

• Administrative Assistant.

Licenses Required

• Valid Driver’s License.

Certifications Required

• Notary Public (or ability to achieve Notary certification within 6 months).


• Professional Administrative Certification of Excellence (PACE) and/or Certified Administrative Professional (CAP) is a plus.

Latitude/Independent Judgment/Accuracy

• Position warrants considerable independence and initiative in carrying out assigned responsibilities and duties.


• Position requires a high level of technical accuracy, as the level of impact resulting from errors could have a long-term negative effect, both economically and politically.

Working Conditions

• Job is performed in an office setting.


• Must be able to operate a computer keyboard/mouse and other office equipment.


• Fast-paced professional office environment with frequent interactions with internal and external executives and ranking officials.


• Requires frequent sitting, bending, twisting, stooping or turning. Occasional lifting is necessary.


• Must be able to drive to various locations on and off airport premises.


• Occasionally requires work outside of the normal work schedule.


• Infrequently, may be asked to travel for business purposes.

Other Requirements

• Must be able to complete and pass a background investigation, drug screening, and physical examination as per Federal, State, and GSP Airport District requirements.