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.