Executive assistant

2 weeks ago


Richmond, United States 22nd Century Technologies Full time
Job Title: Executive assistant

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.
Role & Responsibilities:
  • 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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