Executive Assistant

Responsibilities

• Reviews, evaluates, and responds to internal and external materials; examines incoming correspondences annotating pertinent details or action required by the assigned Executive Officer.
• Assists with routine matters such as drafting correspondences, reports, personnel actions, customer complaints, government requests, etc.
• Assists in directing the activities of the Executive team and the operation of the Executive office.
• Assists with coordinating special events such as dedications, presentations, and press conferences, etc.
• Organizes, plans and maintains office calendar, daily task list and contacts for the assigned Executive Officer.
• Coordinates corporate travel arrangements and meetings. Prepares and submits Expense Account Record for travel expenses.
• Compares budget allocation with budget requests, records actual expenses, and prepares status of budgetary accounts; compiles statistical data to be used in preparation of the budget and in making estimates.
• Provides cross-functional administrative support to other departments in the absence of their assigned Administrative, Executive, or Sr. Executive Assistant.
• Maintains confidential records and files for employees in the assigned department.
• Responds to and resolves administrative inquiries and questions addressed to the assigned Executive Officer.
• Performs other related duties assigned by the Executive Officer.

Qualifications

• Expert experience with system resources (Microsoft Word, Outlook, Excel, Access, PowerPoint) to prepare professional products. Ability to utilize systems (i.e. Navaline, Executime, etc.) to enter, gather, and analyze data as needed.
• Intermediate ability to compile, assimilate, organize, and analyze printed and electronic information; ability to apply knowledge of data research and manipulative analysis.
• Expert ability to plan and monitor the use of expenditures to meet organizational objectives and compliance; prepares budget documents and reports.
• Intermediate ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions.
• Ability to maintain confidentiality.
• Expert ability to present ideas clearly and effectively in written form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use the correct grammar, organization, and structure.
• Expert ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups.
• Expert ability to develop ideas into plans of action and to coordinate the actions through implementation.
• Expert ability to effectively manage time, set priorities and work independently.
• Expert ability to make routine decisions independently, according to laws, regulations and established departmental policies.
• Understanding and awareness of policies, procedures, practices, rules, and regulations. Intermediate ability to apply this knowledge in performance of administrative support tasks and interpret information to staff.

Education