Director's Assistant

3 months ago

Oakland, United States SEDAA Full time
Job DescriptionJob Description

LOCATION:

LOOKING FOR CANDIDATES RESIDING LOCAL TO BAY AREA/OAKLAND GO. REQUIRED TO BE ON-SITE AT OAKLAND OFFICE 1-3 DAYS A WEEK AS REQUESTED

Description:

TOP THINGS LOOKING FOR:

  • Desired skill set per JD, experience/past roles, length of service/stability
  • Calendaring, Scheduling & Meeting Logistics:
  • Manage and prioritize calendar for Sr. Director and Director.
  • Arrange ongoing/recurring as well as ad hoc meetings and conference calls.
  • Schedule conference rooms and set up audio visual tools.
  • Coordinate and ensure meeting logistics are in place.
  • Reschedule appointments.
  • Greet and escort external parties to scheduled meetings.

Written & Oral Correspondence:

  • Compose, proofread, edit, and format written correspondence, agendas, and documents for signature.
  • Assist with phones, phone screening, oral contacts, and communications, take phone messages.
  • Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department.

Refer / Delegate / Track Questions, Actions & Issues:

  • Refer or delegate business issues or questions to others for resolution on behalf of leader or team.
  • Follow up to ensure issue or question status and resolution.
  • Track action items using a follow-up system, communicate and report on status.

Documentation, Records Management & Filing:

  • Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature.
  • Prepare copies, arrange materials.
  • Process, distribute mail.
  • Maintain a records management system, including efficient filing system, document storage.

Coordinate Travel & Events:

  • Handle all travel-related aspects for individuals and groups.
  • Arranging conference facilities, catering.
  • Manage logistics for travel, group and events arrangements.
  • Audit/monitor for adherence to corporate travel guidelines.

Office Supplies & Equipment Ordering:

  • Order and maintain an inventory of items required.
  • Order new equipment or schedule, service / maintenance.
  • Order supplies.

Prepare Invoices, Purchase Orders, Expense Reports:

  • Assist with processing of invoices, purchase orders/requisitions, and expense reports.
  • Manage commercial card usage and reconciliation of statements.

HR, Safety, Compliance Training, Building & Asset Related Tasks:

  • Handle HR-related administrative tasks including time reporting, pay planning, performance management, organization change requests (OCRs), personnel change requests (PCRs), pay change requests, rewards and recognition forms, organization chart updates, emergency lists.
  • Order LAN ID and assets for new hires.
  • Monitor & track staff participation in required training, reading or action including safety and compliance.
  • Complete building services requests.
  • Handle all aspects of new employee on-boarding.

Create Presentations:

  • Create, assemble, modify, proofread presentations, spreadsheets, reports.

Backup Other Administrative Assistants:

  • Backup and support to other Assistants as required.
  • Prior utility company experience preferred.


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