Executive Assistant Job at Destination Dayton in Dayton

Executive Assistant

Destination Dayton

Dayton, Ohio

Destination Dayton is the destination marketing organization for Dayton/Montgomery County, Ohio. Our mission is to collaboratively lead and advocate for the development of the region’s visitor economy, which contributes to a thriving community, a diverse tax base and lifestyle amenities for everyone to enjoy.

Destination Dayton is seeking a dynamic, collaborative team player to provide executive level support to the President/CEO.   In addition, respond to inquiries, requests and provide general assistance to other personal, as appropriate. Communicate any Board, staff and hotel/motel information to the President/CEO that is relayed to the Executive Assistant.  This is a full-time on-site position located in Dayton.   High School diploma or equivalent experience in an area related to a non-profit with Destination Marketing/Hospitality Industry experience or equivalent 3-5 years work experience desired. 

Please submit resume and cover letter with salary requirements to bstricker@destinationdayton.org

JOB DESCRIPTION

Executive Assistant

Primary Responsibilities: Provide executive-level administrative/secretarial support (as detailed in Duties and Responsibilities of the Job Description) for President & CEO. In addition, respond to inquiries, requests and provide general assistance to other personnel, as appropriate. Communicate any Board, staff and hotel/motel information to President & CEO that is relayed to Executive Assistant.

Routine Skills Used: Working knowledge of computers and printers including various software packages (i.e. word processing, electronic spreadsheets, electronic mail processing and presentation graphics); shorthand helpful; dictating equipment, multi-line phones; manual typing; filing; mail processing; working knowledge of basic office equipment including various photocopiers, FAX machines, postage machine, etc. In addition, professional organizational skills to prioritize and balance the demands of the President & CEO and other staff personnel to accomplish required tasks efficiently.

Interpersonal Skills: As Executive Assistant for the President & CEO, there is frequent communication with the Board Members, hotel/motel General Managers and staff, clients, community leaders and their support personnel, as well as maintaining a high level of confidentiality.

Phone Coverage: Answer incoming phone calls for President & CEO and/or make sure phones are forwarded and/or voice mail is in place when away from the phone. Assist with coverage of main switchboard for receptionist.

Special Services: Responsible for all notifications, correspondence for Board of Trustees including maintaining/updating password protected Board and Executive Committee sections of our website. Responsible for immediate pick-up and delivery of FAX messages or packages, etc. when advised by the receptionist of a delivery. Reviews President & CEO’s mail when CEO is traveling.

Travel Arrangements: Coordinate all staff travel (including but not limited to air, hotel, and car rental) in a timely and economical manner and follow-up with service providers. 

Meal/Beverage Service: Select meeting locations and coordinate food orders, including appropriate beverages, etc., to ensure that they are available and served for internal/external functions including, but not limited to Board of Trustees meetings, Executive Committee meetings, etc. Monitor and order beverages and supplies for CVB conference room.

Special Projects: Coordinate, collect and compile data for various meetings and events, which may include handling RSVP’s.

Job Summary

Typically performs standard administrative functions of a non-routine nature for President & CEO, as well as diversified functions, which may be of a complex nature. Maintains confidential files and information and may oversee the work of others; coordinates activities and manages calendar of President & CEO.

Duties and Responsibilities

·      Performs administrative functions such as answering telephone, maintaining calendar, scheduling meetings, making travel arrangements, announcing visitors, this may include the drafting and typing of correspondence. May use shorthand, dictation equipment or longhand notes.

·      Mailings, correspondence, agenda preparation for Board of Trustees monthly and/or special meetings. Take minutes and transcribe same for Board meetings and other meetings as identified. Keeps President & CEO informed of all communications with Board members.

·      Responsible for review and preparation of routine forms and all County reports. May also prepare presentation materials, including slides, PowerPoint, booklets, etc. 

·      Maintains current and orderly filing of a general and highly confidential nature.

·      Coordinates and schedules mailings, meeting materials and distribution.

·      Orders annual Board gifts and plaques.

·      Maintains current records for individual Board members terms of office.

·      Performs other duties or special projects as required or as assigned by the President & CEO.

·      Maintain government officials contact lists in Simpleview.

·      Conducts United Way and Culture Works Employee campaigns annually.

·      In conjunction with CEO and Director of Finance & Administration, implement Employee Recognition Event(s) annually.

Position Characteristics

Reports to: President & CEO

Personnel Supervised: Generally none, but may supervise an intern.

Decision Making: Generally makes decisions of a routine nature related to administrative duties.

External Contacts: Board members, community leaders, hotel/motel management, clients, travel service providers, vendors, professional associations, community and civic organizations, governmental agencies, Presidents/CEOs of organizations and the general public.

Education and Experience Required: High School diploma or equivalent. A minimum of 3-5 years executive assistant experience with good word processing, computer, and transcribing skills as well as excellent verbal and written communication skills.

Special Equipment Used: May use photocopier, fax, dictation and multi-line phone system. Excellent knowledge of the following: Excel, Microsoft Word, PowerPoint and other software as required. Working knowledge of Simpleview.

Additional Comments: General business correspondence knowledge with good grammar, spelling and punctuation skills, and desktop publishing skills. Good communication