Executive Assistant

Examples of Duties

Duties may include, but are not limited to, the following:

· Monitors and keeps the assigned Department Head informed of pending issues, project due dates, upcoming meetings, scheduled events, and sensitive matters affecting the department

· Receives, screens, and prioritizes communications and materials submitted for the Department Head's review, approval, and signature

· Maintains calendars, schedules meetings, and makes conference and travel arrangements for the Department Head

· Receives and screens incoming telephone calls and visitors; responds to inquiries, resolves complaints, and provides information regarding departmental programs, policies, and procedures; refers callers and visitors to appropriate staff as appropriate for specific projects and concerns

· Initiates and prepares communications on behalf of the Department Head; types and proofreads a variety of reports, letters, memoranda, and forms from scratch, rough draft, or verbal instruction, including documents of a confidential or sensitive nature; reviews documents for completeness, accuracy, formatting, and compliance with policies and procedures

· Attends a variety of meetings; assembles and prepares agenda packets; takes notes and transcribes minutes; disseminates information to interested parties

· Assists with the preparation of contract documents for capital construction projects and consultant service agreements; proofreads documents and maintains files; monitors project budget and contract requirements

· Organizes, maintains, and updates a variety of departmental files, records, and databases on a variety of subjects, including confidential personnel records, training files, background investigation records, and disciplinary files

· Researches, retrieves, and compiles information from files, databases, and external sources to prepare reports, presentations, and correspondence pertaining to departmental operations and activities; prepares files for archival stores and retrieves archived files as necessary

· Receives and reviews mail and correspondence sent to department; responds to inquiries or routes to staff as appropriate

· Coordinates departmental budget preparation and administration; monitors expenses and revenues against the approved budget; prepares worksheets and summaries of budget data

· Maintains and monitors database of invoices and expenditures; prepares check requests and invoices for payment; monitors departmental supply inventory and purchases supplies as necessary

· Establishes and implements departmental office practices, forms, and procedures

· May provide lead supervision to subordinate office support staff

Minimum Qualifications

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes:

Education and/or Experience:

Graduation from high school; and four (4) years of secretarial or administrative support experience.

Knowledge, Skills & Abilities:

To view the knowledge, skills, & abilities required of the position, please follow the link here.

Licenses and/or Certificates:

Possession of a valid California Class C driver's license and an acceptable driving record.

Special Requirements:

Applicants must provide a typing certification indicating a net typing speed of 50 words per minute. 

Satisfactory results from administrative screening, background investigation, and physical examination.