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Executive Assistant

2 months ago

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

We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to our Executive Director and Administrative Services Division. The successful candidate will be responsible for managing board activities and meetings, records management, project tracking, and correspondence, as well as overseeing front office and reception functions.

Key Responsibilities
  • Provide general administrative support to the Executive Director, including scheduling meetings, purchases, travel arrangements, and reporting.
  • Manage general communications between the Executive Director's office and other organizations, local governments, and member entities.
  • Manage all General Assembly and Executive Committee meeting activities, including agendas and minutes, coordination and correspondence with members, advisory committee membership, and appointments.
  • Maintain all central and agency master files in accordance with the Records Retention Policy as the Records Retention Liaison.
  • 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.
  • Oversee the maintenance of a central calendar for all organization meetings and functions and act as backup for scheduling functions.
  • Manage arrangements for major meetings, events, and workshops held off-site, including contractual and logistical arrangements.
  • May assist with project tracking, general correspondence, legislative activity tracking, and other special projects requiring research or coordination.
  • Assist HR Coordinator with records management, serve as backup to HR Coordinator when needed, and coordinate the employment of temporary employees when needed.
  • 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
  • Must have experience with Sharepoint.
  • Organizational skills, time management, and the ability to multi-task.
  • 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.
  • Strong written and verbal communication skills.
  • Skill in vendor contract negotiation and management.
  • Ability to develop spreadsheets and databases.
  • Ability to function in e-mail and internet applications.
  • Ability to develop specific goals and plans to prioritize, organize, and accomplish work.
Equal Employment Opportunity

Ultimate Staffing is an equal opportunity employer and welcomes applications from diverse candidates. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws.