Executive Assistant (Part Time)

Job Description:

• The Executive Assistant II position reports to the Chief Communications Officer and is responsible for performing administrative, secretarial, and office-manager duties for the Chief Communications Officer and department leaders in support of the client. This position will work in-person from the District's headquarters.

Examples of Essential Functions:

• Produce reports, spreadsheets and graphs utilizing word processing, spreadsheet and finance programs.
• Assist in monitoring performance on projects, programs, and schedules.
• Tracks timelines and deliverables.
• Monitor budgets and coordinate budget cycle deliverables; assist cost center managers with data entry.
• Coordinate calendar for Chief Communications Officer and establishes a schedule of meetings/appointments.
• Provide administrative support to department leaders by drafting meeting agendas, taking notes, logging and tracking action items.
• Proof-read and properly format presentations, reports, and correspondence.
• Serve as liaison for Chief Officer with internal/external stakeholders as needed.

Examples of Duties:

• Support Chief in preparation for essential tasks, including community and internal meetings and communications, correspondence, budgeting and expense reports.
• Serve as office manager for the Communications Department; schedule and coordinate meetings, AV set-up, travel arrangements, order and organize office supplies.
• Process invoices, online requisitions (OLRs), purchase orders, expense reports, p-card reconciliations, vouchers and reimbursements for all cost center managers in the Communications Division as needed.
• Document administrative processes for Communications Division; maintain organized digital (SharePoint) and physical filing systems.
• Provide administrative and budget onboarding training for new Division staff.