Executive Office Assistant

SUMMARY:

Serves as Executive Office Assistant and is responsible for maintaining organization and management of the Executive Office under the direct supervision of the Chief Executive Officer. The Executive Office Assistant must possess a mastery of office skills that enhances executive?s effectiveness by providing information management support; representing the executive to others; shall require minimum direct supervision; display initiative; exercise judgment within the scope of authority; and facilitate in the establishment, interpretation, application and enforcement of statues, rules, regulations and policies.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Include the following:

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
• Conserves executive?s time by reading, researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive?s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
• Designs and implements a recordkeeping system to insure maximum operational workflow, and maintains filing systems consistent with the CEO needs.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Prepares reports by collecting and analyzing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Develops and maintains a routine system for preparing minutes for CEO meetings, processing outgoing/incoming mail, and receiving calls.
• Coordinates and tracks administrative directives; schedules CEO meetings; makes appointments; processes incoming correspondence; transfers information; and follows through directives to completion.
• Prepares business correspondence using a variety of office equipment; draft responses to correspondence; organizes and prepares a variety of reports, letters and internal documents; and assigns correspondence to appropriate staff for response.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipate needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer?s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Perform other related duties as assigned including but not limited to: general office errands (mail, supplies, deliveries, etc.) and setting up for various in-house meetings as needed.

SUPERVISORY RESPONSIBILITIES:

The position will be responsible for effective management oversight for all CEO Clerical Office Support Staff in direct and/or indirect capacity as assigned.

SUPERVISION OF PERSONNEL:

As assigned by Chief Executive Officer