Executive Assistant

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary. 

• Serves as the first point of contact among the Human Resources management team, employees, departments, and the public for sources of information and matters pertaining to the assigned administrative office. 
• Provides excellent customer service while interacting with a diverse group of callers and visitors by greeting them, in person or on the telephone, screens calls; takes messages; resolves and/or forwards more complex issues to appropriate staff for response; and follows up with staff as necessary for detailed information to be included in response. 
• Receives and responds efficiently to electronic communications in a timely fashion, by providing detailed essential information that will satisfy their concerns/requests. 
• Acts as a "gatekeeper" by managing the Human Resources leadership's calendars; identifies critical items; sets up meetings; makes scheduling changes with minimal involvement by the Human Resources leadership team; and ensures the Human Resources leadership team schedule is followed.  
• Schedules and coordinates teleconferences and virtual meetings as requested. 
• Plans for engagements and events as requested. 
• Attends meetings; prepares agendas; and generates minutes as requested. 
• Prepares, types, and proofreads a variety of documents including correspondence, agendas, reports, memorandums, rough drafts; initiates and responds to written and verbal correspondence, including composition, editing, and distribution. 
• Coordinates travel arrangements and logistics including completing travel requests, booking flights/car rentals/hotel accommodations, and processing travel reimbursements. 
• Provides general office support including photocopying, scanning, filing and faxing documents; mailing or overnighting letters/packages; and accepting packages and other deliveries. 
• Maintains and manages inventory of office supplies by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, and verifying receipt of supplies. 
• Creates and maintains a system of organizing and storing both electronic and hard-copy information and records; ensures that documents and correspondence are filed appropriately and that retention policies and procedures are followed. 
• Assists in preparing the department’s annual budget; monitors expenditures to ensure the department remains within approved budget allocations; prepares financial reports using on-line financial systems. 
• Prepares invoices, purchase orders and purchase card statements for management approval. 
• Reviews and prepares department timesheets for payroll approval. 
• Coordinates the flow of incoming and outgoing communications; receives, responds to, or routes communications; ensures materials, agreements, contracts, etc. are complete. 
• Maintains and tracks contracts and other related documents (if applicable).   
• Manages and updates department website (if applicable). 
• Performs other related duties of a similar nature or level. 

MINIMUM REQUIREMENTS:

• Requires Associate’s Degree in Business Administration or related field. 
• Over four years and up to and including six years of administrative or clerical support or related experience.
• Valid Driver’s License. 
• Notary Public license, preferred.

Salary : $26 - $31