Description
Assistant to Vice President
GENERAL DEFINITION OF WORK:
A senior administrative position. Performs skilled, specialized administrative work for one or more KUA executives and executes related business administration tasks as assigned. Work is performed under the general direction of the department Vice President. Supervision may be exercised over subordinate administrative staff.
TYPICAL TASKS:
Provides technical and skilled administrative support to one or more KUA executives and other managerial staff members as directed. Maintains calendars of meetings and events as required. Coordinate event logistics and details for large meetings, conferences, seminars, gatherings and other events. Guides work teams for department and company projects. May represent the Vice President and/or department managers at meetings and other company and community events or fundraisers as needed. May perform community relations activities on behalf of the organization. Oversees all office and administrative workflows, resources and materials. Handles a variety of complex, technical and routine administrative tasks. Receives and appropriately routes visitors, telephone calls and various business communications and correspondence. Provides general department information to the public, customers, business affiliates or employees as deemed appropriate. Maintains and retrieves documents, records and reports. Handles sensitive or confidential information. Prepares a wide range of administrative products such as invoices, reports, memoranda, letters, financial records, spreadsheets, graphics, presentations, board agenda items and any other related administrative products using Microsoft Office or other computer programs as assigned as well as Internet research ability. Reviews and approves payroll records. Attend meetings as directed. Supervises and trains subordinate administrative staff. Trains department staff in various software systems. Arranges travel schedule and expense reporting. Orders and maintains office supplies as necessary. Supports the policy and procedures of the Authority. Monitors department expenses and prepare requests for capital and expenditures for budgetary preparation. Performs all other duties as required.
KNOWLEDGE, SKILLS AND ABILITIES:
Must demonstrate proficiency in the use of Microsoft Office programs including but not limited to Outlook, Word, Excel, and Power Point. Must be able to type accurately at a reasonable rate of speed corresponding to the job level. Must have a thorough knowledge and demonstrated application skills for general office and administrative practices and procedures. Must be able to effectively manage assigned personnel and material resources. Ability to identify and create process improvements that impact the organization’s operations. Must have thorough knowledge of departmental functions and policies. Must have general knowledge of KUA’s policies and procedures. Should have a general knowledge of other KUA department functions and a general understanding of business operations. Must be able to effectively communicate verbally and in writing. Ability to analyze information and use of initiative and independent judgment. Must have demonstrated ability to interact and work well with the public, business affiliates, employees and all levels of management and their staff. Must have demonstrated time management and organizational skills. Must be able to manage multiple projects concurrently and prioritize with attention to detail in a fast-paced environment. Must have demonstrated proficiency with maintaining business schedules and calendars. Must have the ability to be flexible and work under pressure. Ability to reasonably respond to and produce work projects on short notice. Ability to organize and perform work independently. Must maintain high level of confidentiality. May be required to lift or displace up to 20 pounds.
Assistant to Vice President, CAP
GENERAL DEFINITION OF WORK:
A senior administrative position. Performs skilled, specialized administrative work for one or more KUA executives and executes related business administration tasks as assigned. Work is performed under the general direction of the department Vice President. Supervision may be exercised over subordinate administrative staff.
TYPICAL TASKS:
Provides technical and skilled administrative support to one or more KUA executives and other managerial staff members as directed. Maintains calendars of meetings and events as required. Coordinate event logistics and details for large meetings, conferences, seminars, gatherings and other events. Guides work teams for department and company projects. May represent the Vice President and/or department managers at meetings and other company and community events or fundraisers as needed. May perform community relations activities on behalf of the organization. Oversees all office and administrative workflows, resources and materials. Handles a variety of complex, technical and routine administrative tasks. Receives and appropriately routes visitors, telephone calls and various business communications and correspondence. Provides general department information to the public, customers, business affiliates or employees as deemed appropriate. Maintains and retrieves documents, records and reports. Handles sensitive or confidential information. Prepares a wide range of administrative products such as invoices, reports, memoranda, letters, financial records, spreadsheets, graphics, presentations, board agenda items and any other related administrative products using Microsoft Office or other computer programs as assigned as well as Internet research ability. Reviews and approves payroll records. Attend meetings as directed. Supervises and trains subordinate administrative staff. Trains department staff in various software systems. Arranges travel schedule and expense reporting. Orders and maintains office supplies as necessary. Supports the policy and procedures of the Authority. Monitors department expenses and prepare requests for capital and expenditures for budgetary preparation. Performs all other duties as required.
KNOWLEDGE, SKILLS AND ABILITIES:
Must demonstrate proficiency in the use of Microsoft Office programs including but not limited to Outlook, Word, Excel, and Power Point. Must be able to type accurately at a reasonable rate of speed corresponding to the job level. Must have a thorough knowledge and demonstrated application skills for general office and administrative practices and procedures. Must be able to effectively manage assigned personnel and material resources. Ability to identify and create process improvements that impact the organization’s operations. Must have thorough knowledge of departmental functions and policies. Must have general knowledge of KUA’s policies and procedures. Should have a general knowledge of other KUA department functions and a general understanding of business operations. Must be able to effectively communicate verbally and in writing. Ability to analyze information and use of initiative and independent judgment. Must have demonstrated ability to interact and work well with the public, business affiliates, employees and all levels of management and their staff. Must have demonstrated time management and organizational skills. Must be able to manage multiple projects concurrently and prioritize with attention to detail in a fast-paced environment. Must have demonstrated proficiency with maintaining business schedules and calendars. Must have the ability to be flexible and work under pressure. Ability to reasonably respond to and produce work projects on short notice. Ability to organize and perform work independently. Must maintain high level of confidentiality. May be required to lift or displace up to 20 pounds.
Requirements
Assistant to Vice President
EDUCATION AND EXPERIENCE:
A.A. degree in office management, business or related field or any combination of education, training and experience equivalent to A.A. degree. B.S. degree desired. A minimum of four (4) years demonstrated responsible experience in administrative work. Some supervisory experience desired. May be required to respond during emergencies involving KUA service operations.
SPECIAL REQUIREMENT:
Accurately type 45 wpm.
Possession of a valid driver’s license issued by the State of Florida.
Assistant to Vice President, CAP
EDUCATION AND EXPERIENCE:
A.A. degree in office management, business or related field or any combination of education, training and experience equivalent to A.A. degree. B.S. degree desired. A minimum of four (4) years demonstrated responsible experience in administrative work. Some supervisory experience desired. May be required to respond during emergencies involving KUA service operations.
SPECIAL REQUIREMENTS:
Accurately type 45 wpm.
Must hold a current Certified Administrative Professional (CAP) certification.
Possession of a valid driver’s license issued by the State of Florida.
