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Executive Support Specialist

2 months ago

Austin, Texas, United States Ultimate Staffing Full time
Job Summary

We are seeking a highly skilled and experienced Executive Support Specialist to join our team at Ultimate Staffing. As a key member of our administrative team, you will provide exceptional support to our Executive Director and Administrative Services Division.

Key Responsibilities
  • Administrative Support: Provide highly complex professional administrative support to the Executive Director and Administrative Services Division, including managing board activities and meetings, records management, project tracking, and correspondence.
  • Communication and Coordination: Manage general communications between the Executive Director's office and other organizations, local governments, and member entities, and assist with agency records, master mail, and membership records.
  • Meeting and Event Planning: Manage all General Assembly and Executive Committee meeting activities, including agendas and minutes, coordination and correspondence with members, advisory committee membership, and appointments.
  • Records Management: Maintain all central and agency master files in accordance with the Records Retention Policy as the Records Retention Liaison, including archives, all contracts, agendas and minutes, and membership records.
  • Front Office Coordination: Oversee front office coordinator and functions performed, including mail, copy and print jobs, deliveries, call handling and customer service, support for finance staff, and other support projects identified.
  • Calendar Management: Oversee the maintenance of a central calendar for all organization meetings and functions and act as backup for scheduling functions, including the use of all meeting space.
  • Project Support: Assist with project tracking, general correspondence, legislative activity tracking, and other special projects requiring research or coordination.
  • Training and Development: Train division administrative assistants on routine policies and procedures related to meeting management and open meetings compliance, travel documentation, procurement and contracts, and other administrative issues.
Requirements
  • Experience: Must have experience with Sharepoint and strong organizational skills, time management, and the ability to multi-task.
  • Technical Skills: Skill in the use of computers and software, including Microsoft Word, Excel, and Outlook, with expert skill and ability to use the software to perform the duties of the position.
  • Communication Skills: Strong written and verbal communication skills, with the ability to develop spreadsheets and databases, and function in e-mail and internet applications.
  • Leadership Skills: Ability to develop specific goals and plans to prioritize, organize, and accomplish work duties, and to train and develop other administrative assistants.
Work Environment

This is a full-time position with a competitive salary and benefits package. The ideal candidate will be a team player with a strong work ethic and a passion for providing exceptional administrative support.