Executive assistant
2 weeks ago
Location: Richmond VA 23219
Pay Rate: $31.00/hr. without benefits
BG Check Required: Yes
Duration: 6+ Months
Job Description:
- Provide high-level administrative support for the Deputy Commissioner of Governmental and Regulatory Affairs and immediate team members. Writing and editing emails, drafting memos, and preparing communications; maintaining accurate records; calendar management, preparing agendas and minutes for meetings (small- and large-scale attendees). Providing a high level of customer service including answering the Commissioner's Office's main telephone line and preparing pre- and post-travel documentation for approval and reimbursement. This position is also part of a small team of executive assistants who work well together and support each other's workload when a team member is absent.
- Assist with travel vouchers/reimbursement processes.
- Hotel reservations/payment.
- Preparation of reimbursement vouchers under state policies.
- Ensure signatures from members at the meeting.
- Submit and monitor for reimbursement.
- Copies/binder assembly - 30 binders (includes mailing to 1-2 members who have requested it)
- Prepare table of contents/cover.
- Prepare name tents as needed.
- Checking/ordering adequate supplies for each meeting.
- Break down binders after meetings.
- Room set up the day before the meeting.
- Coordinating with the department to get equipment set up the day prior/taken down when the meeting wraps
- Coordinate with OEP for WebEx.
- Ordering food under state policies.
- Take minutes during a meeting/coordinate with Alex for final preparation.
- Ability to learn and ask questions to gain mastery/understanding and work independently.
- Work closely with lead staff for any details/further tasks.
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