Executive Assistant

Port of Huntsville; Huntsville (AL); On-site; USD 67,000 - 101,000; Full time

Benefits offered by this job

Health insurance

Educational assistance

Employer paid life insurance

Long-term disability

Job summary

The Port of Huntsville is seeking an Executive Assistant to provide high-level administrative support to the CEO and coordinate Board of Directors activities. The role involves managing the CEO's calendar, travel, and meetings with high attention to detail and discretion.

The successful candidate will have a minimum eight years of office experience, strong Microsoft Office skills, and a proven ability to work independently in a fast-paced environment while maintaining professional interactions

Qualifications

• High school diploma or GED; post-secondary coursework preferred.
• Minimum eight years of progressively responsible office and admin support experience.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) required.

Responsibilities

• Provide advanced administrative support to the CEO.
• Coordinate CEO meetings, schedules, travel, and calendars.
• Prepare board materials, agendas, minutes, and follow-up items.
• Maintain records and confidential information with discretion.
• Interact professionally with executives, staff, and public officials.

Skills

Calendar management

Executive support

Meeting coordination

Minute taking

Professional communication

Confidentiality

Office software

Document management

Stakeholder relations

Discretion

Education

High school diploma or GED

Tools

Microsoft Office

ACT Database Management

Job description

Salary Range ($67,151 - $100,726) Salaried, Exempt

The Huntsville-Madison County Airport Authority is accepting applications for the position of Executive Assistant. A successful applicant would provide advanced administrative support to the Chief Executive Officer (CEO) of the Airport Authority, and coordinate meetings and activities of the Board of Directors. The work involves providing executive assistant services with significant responsibility for planning and scheduling the CEO's meetings, conferences, daily calendar and travel. The work involves managing the administrative support functions of the Airport Authority. The position has extensive contact with other governmental and business leaders, staff and citizens in scheduling meetings and resolving issues and problems. Work is performed with considerable judgment and initiative, with considerable latitude in carrying out tasks and assignments to completion. The position reports to the CEO.

Applicant should have a knowledge of:

• Modern office administration, executive support practices, and administrative procedures.
• Business English, grammar, spelling, punctuation, and professional correspondence.
• Records management, document preparation, filing systems, and information organization.
• Meeting coordination, agenda preparation, minute-taking, and follow-up procedures.
• Standard office technology and software, including Microsoft Office applications, email, calendars, virtual meeting platforms, and document management systems.
• Principles and practices related to handling confidential, sensitive, and privileged information.
• Professional office protocol and appropriate interaction with executives, board members, public officials, employees, business partners, and the general public.

Applicant should have skill in:

• Managing complex calendars, appointments, meetings, travel arrangements, and competing priorities.
• Preparing professional correspondence, reports, presentations, agendas, meeting materials, and other executive-level documents.
• Taking accurate meeting minutes and maintaining appropriate records of meetings, decisions, and action items.
• Communicating clearly, professionally, and tactfully, both verbally and in writing.
• Organizing and prioritizing multiple assignments while meeting deadlines in a fast-paced environment.
• Exercising discretion and sound judgment when handling sensitive or confidential matters.
• Using computers, office equipment, and applicable software efficiently and accurately.
• Proofreading and reviewing documents for accuracy, completeness, grammar, formatting, and consistency.
• Establishing and maintaining effective working relationships with individuals at all levels of the organization and with external stakeholders.

Applicant should have ability to:

• Anticipate the administrative and operational needs of executive leadership and take appropriate initiative.
• Work independently with minimal supervision while maintaining a high degree of accuracy and accountability.
• Maintain strict confidentiality and exercise discretion in handling sensitive organizational, personnel, financial, legal, and executive matters.
• Effectively prioritize and adjust work assignments in response to changing needs, deadlines, and executive priorities.
• Coordinate meetings, events, travel, and other activities involving multiple internal and external parties.
• Research, compile, organize, and summarize information for executive review and decision-making.
• Follow through on assignments, commitments, and action items and appropriately communicate status or outstanding matters.
• Exercise professionalism, diplomacy, tact, and sound judgment in interactions with employees, leadership, board members, public officials, business partners, and the public.
• Remain composed and effective when handling interruptions, competing demands, time-sensitive assignments, or sensitive situations.
• Understand and follow organizational policies, procedures, and applicable requirements.
• Maintain reliable attendance and flexibility to support executive and organizational needs, including occasional meetings or events outside normal business hours.

Applicant should have the following minimum qualifications:

• High school diploma or GED and post-secondary school course work in word processing, spreadsheet, database and presentation software. Business related degree preferred. Minimum of eight years of progressively responsible office and administrative support experience, including Microsoft Office (Outlook, Word, Excel & PowerPoint). Preferably experience with ACT Database Management. Supervisory experience preferred

Licenses or Certificates

Valid Driver's License

Necessary Special Requirements

• SIDA Badge
• May be required to work occasional evenings or weekends to support emergency operations, special events, or other Airport Authority business.
• Required to obtain and maintain a Notary Public commission within six (6) months of employment.

The Airport Authority's excellent benefits include: Local Government Health Insurance (BCBS), Health Reimbursement Account, State Retirement, 100% Employer Paid Long-Term Disability, Educational Assistance, and Employer Paid Life Insurance.