Executive Assistant
4 days ago
This Executive Assistant performs complex administrative support under the direction of the assigned Executive. The Executive Assistant performs duties that may be confidential in nature and will proactively ensure that the functions, events, and work of those they support are timely and accurate.
Responsibilities
Essential Duties:
• Utilizes computer, including software programssuch as Microsoft OfficeOutlook, to perform a heavy volume of complex scheduling, internal and external meetings -virtual, hybrid, or in-person meetings - for the executive.
• Supports executive'smeetings by arranging andmanagingmeeting space forin-person meetings, coordinating schedules of participants, sending invitations, managing meeting logistics, ordering catering services if needed, attending meetings as appropriate, and taking and/or transcribing meeting notes.
• Supports executive with follow-up and tracking of action items assigned during meetings and confirms all items are completed.
• Understands, analyzes, anticipates, and completesthe administrative needs and tasks ofthe executive to achieve established goals. Responds to requests in a prompt and accurate manner.
• Utilizes computer proficiency to perform word processing and data entry, creates and maintains databases, conducts online research, drafts letters, basic reports, presentations, and other documents, asrequested.
• Supports the onboarding process for new employees for assigned department(s). Assists with onboarding, orientation, initial workspace set-up, and coordination and scheduling of key meetings with leaders orsupport for one-on-one training sessions.
• Serves as the single point of contact for division to receive calls and emails. Assists by forwarding call or email to appropriate employee to provide further assistance.
• Coordinates technical support assistance, including sending correspondence on behalf of the executive to User Support and tracking progress.
• Assistsin budget preparation and expense management reporting. Manages business expense receipts, codes monthly credit card statements, and completes expense reimbursement forms. Creates purchase requests through the web- based applications for assigned departments.
• Maintains a variety of business-related accounts and subscriptions. Reviews, updates, and tracks all professional memberships of executive to ensure all educational credits are completed by annual deadlines. Works closely with executive to ensure any educational credits are submitted and assists with registration of trainings and conferences.
• Assists with records management for the assigned departments to include both paper and electronic documents and files. Serves as the subject matter expert to support records management, understands and utilizes the records retention
schedule to apply retention to documents and completes disposition logs. Attends annual training to keep current with any changes to the records management program.
• Assists executive with gathering responsive information for public information requests and other time-sensitive and confidential issues, concerns, and questions.
• Works closely with the Executive Assistant - Division Coordinator of the Executive Office in matters related to the Board of Managers.
• Must be highly detailed and organized.
• May provide support to the Board Governance Manager for Board and Committee meetings, as needed. Serves as a backup to other Executive Assistants or Executive Assistant -Division Coordinators when they are on leave.
• Provides general administrative and clerical support. Supports Administrative team functions by answering calls from the main line, as needed. Performs other duties as assigned and provides administrative support to departments daily.
• May occasionally work weekends and/or evenings, as needed.
• Performs other general duties as required.
Knowledge/Skills/Abilities:
Knowledge of:
• Best practices in customer service, executive assistance, office management, and business administrationfunctions
• Structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Proficiency in database, spreadsheet, scheduling/calendaring, and word processing applications.
• Must have good writing and verbal communication skills.
• Must be proactive and anticipate changes to schedules andprocesses.
• Administrative and clerical procedures and systemssuch as word processing systems, filing and recordsmanagement
systems, note-taking, transcription, and other office procedures and terminology.
• Confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information.
• Recordsmanagementprocessesand/ormethodsforinventorying, verifying, logging, preparing,filming/scanning, and filing of records.
Skill in:
• Strong problem-solving skills with effective follow through, analyzing information and evaluating results to choose the best solution and solve problems.
• Strong listening, verbal, presentation, and written communication skills. Listening to what other people are saying and
asking questions to clarify or gather more information.
• Strong emotional intelligence and respect for internal and external stakeholders andco-workers.
• Knowing how to find information and identifying essential information.
• Performing complex operations in Microsoft Office 365, Adobe Acrobat Pro, web-based software applications, and the internet.
• Performing executive administrative functions including scheduling travel, meeting planning, and coordinating calendar activities.
• Actively learning by working with new material or information to grasp itsimplications.
• Actively looking for ways to help people, establishing and maintaining effective workingrelationships.
• Managing one's own time and the time of others.
• Taking and/or transcribing notes of meetings.
• Finding ways to structure or classify multiple pieces ofinformation.
• Identifying and utilizing resources to completetasks
Ability to:
• Efficiently shift back and forth between two or more activities or sources ofinformation.
• Regularly and effectively manage competing priorities and meet deadlines.
• Develop strong interpersonal skills with the ability to interface effectively both externally and internally with a wide range of people in a professional manner.
• Correctly follow a given rule or set of rulesto arrange things or actionsin a certain order including procedures, orders, or logical operations.
• Develop approaches for implementing an idea.
• Utilize independent discretion and judgment.
• Exhibit a sense of urgency when resolving problems and working with criticaldeadline
• Exhibit a calm and flexible attitude in a fast-paced, swiftly changingenvironment.
Qualifications
MINIMUM EDUCATION:
• High school diploma or GED
PREFERRED EDUCATION:
• 60 college hours from an accredited university
MINIMUM EXPERIENCE:
• Three (3) years of administrative experience supporting managers, directors and executives with complex meeting and calendar needs.
• Sixty (60) college hours may substitute for up to two years of work experience.
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