Perform executive level administration task, coordinating and scheduling meetings, Conduct personnel support such as interview scheduling and performance management tracking for the division.

Manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation.

Executive Assistants also train other administrative staff on company policies and best practices. Ensure they can efficiently accomplish key tasks and company initiatives.

Acting as the administrative point of contact between the executives and internal/external clients

Undertaking the tasks of receiving calls, take messages and routing correspondence.

Handling executives’ requests and queries appropriately, managing action register and report as required.

Has the ability to maintain privacy and confidentiality of key sensitive matters and information.

Exemplary planning and time management skills

Up to date with advancements in office gadgets and applications

Ability to multitask and prioritize daily workload.

High level verbal and written communications skills

Performs specialized duties in budget management in accordance with City processes and rules.

Confirms purchase request details and prepares appropriate documentation.

Process daily, weekly, monthly, and quarterly reports of approved budget, amount spent, and variances.

Prepare management reports related to budget as needed.

Conducts invoice and purchase order reconciliation.

Communicates and maintains working relationship with user agencies, internal department staff, and suppliers to meet customer expectations; assists with questions and concerns regarding Oracle policies.

Resolves conflicts concerning goods/services at department and vendor level.

Inspects invoices and troubleshoots problems between divisions and vendors to include price discrepancies, credits, and other payment terms.

Assists in the development and review of budgeting procedures and methods.

Follows standardized procedures and written instructions to accomplish assigned tasks.

Ensure all procurement assigned are current and the method of procurement is approval and accordance.

Job Type: Contract

Pay: $18.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Experience level:

• 2 years
• 3 years

Schedule:

• 8 hour shift

Education:

• Associate (Required)

Experience:

• Executive administrative support: 2 years (Required)
• Calendar management: 2 years (Required)
• Budget Management: 2 years (Required)
• Interview scheduling: 2 years (Required)
• Performance management: 2 years (Required)

Work Location: On the road