Functions and Responsibilities

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Provides administrative support to an executive in the City Manager’s Office.
• Answers phones, greet visitors, and serve as point of contact providing assistance to customers.
• Serves as point of contact and facilitates the handling of time-sensitive requests such as Public Information Requests (PIRs).
• Organizes and maintains files relating to office correspondence, reports, and other pertinent data.
• Maintains calendar; schedules meetings, conferences and events; plans travel itineraries; and makes travel arrangements.
• Prepares memos, letters, meeting materials, and other documents.
• Serves as point of contact between the Assistant City Manager, City Council Offices, and departments on day-to-day issues.
• Responds to and assists in the resolution of sensitive inquiries, issues, and complaints from both internal and external sources.
• Conducts research, compiles data, and performs data analysis. Serves as point of contact in providing assistance to citizens, prepares CAFs (Citizen Action Forms) as needed.

Responsibilities Supervision and / or Leadership Exercised :

May provide leadership, training, and guidance to others.

Knowledge, Skills and Abilities Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of the functions and organization of municipal government, including relationships between departments, divisions, and agencies.
• Knowledge of applicable processes, techniques, and methods.
• Knowledge of Federal, State, and Local laws.
• Knowledge of City practice, policy, and procedures.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to utilize electronic scheduling system.
• Ability to gather information from individuals to support the needs of staff.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other City employees and the public.
• Ability to exercise discretion in confidential matters.
• Ability to lead and train others.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation.

Job Description :

Under the supervision of the Director of the Health Promotion and Chronic Disease Prevention Section (HPCDP) and general direction of the Staff Services Officer, this position performs advanced professional administrative assistance work for the HPCDP Section.

Assists, reviews, coordinates, and tracks assignments and inquiries for the HPCDP section. Provides high-level administrative assistance and support to section director and other staff within the section.

Provides technical advice and assistance to administrative staff within the section. Provides executive support to the section director.

Schedules, coordinates, and prioritizes internal and external appointments and meetings for the section director. Coordinates assigned meetings and conference calls as needed.

Monitors section director’s email and maintains calendar in Microsoft Outlook. Ensures calendar is updated and identifies potential scheduling conflicts.

Coordinates travel arrangements and purchasing as needed. Prepares and coordinates correspondence and reports. Handles credit card purchases for the HPCDP section.

Work is performed under minimal direction with considerable latitude for use of initiative and independent judgment. Essential Job Functions :

35%) In coordination with the section director, responds to requests for information, evaluates requests and inquiries to determine priority matters and alerts the director accordingly.

Assists, reviews, coordinates, and tracks assignments and inquiries. Prepares correspondence, forms, meeting agendas, and organizational charts using Microsoft Office Suite.

Proofs all correspondence for accuracy before routing for the director’s approval. Provides technical guidance and advice on administrative policies, procedures, standards, and other matters to HPCDP section staff.

Provides executive support to the section director. Schedules, coordinates, and prioritizes internal and external appointments and meetings for the section director.

Coordinates assigned meetings and conference calls as needed. Monitors director’s email and maintains calendar in Microsoft Outlook.

Ensures calendar is updated and identifies potential scheduling conflicts. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the section director and other section staff.

Compiles and submits Open Records and Public Information Act Request reports within the allotted timeframe. Completes Community Health Improvement Division’s assignments in a timely and accurate manner.

20%) Completes purchase requisitions and processes invoices for payment. Follow up with appropriate staff within the agency regarding the requisitions and invoices and troubleshoot if any issues occur.

Coordinates travel arrangements and purchasing as needed. Enter travel request approvals and claims on behalf of the Section Director and other staff for reimbursement as needed.

Coordinates travel arrangements and hotel reservations for section director as needed. Prepares and submits travel vouchers for reimbursement.

15%) Handles credit card (ProCard) purchases for the HPCDP section and take necessary trainings for serving as a card holder.

Safeguards and uses the ProCard for approved purchases and follow the section’s guidelines and protocol. Submits the monthly ProCard reports in a timely and accurate manner.

Remain compliant with the agency’s requirements and processes.

25%) Acts as back up for other administrative staff and the Staff Services Officer. Train and mentor new administrative staff as needed.

Plans, directs and coordinates special projects, activities or events. Serves as a resource for section staff in the proper processes and steps in accomplishing administrative tasks.

Assists in the preparation of administrative reports and specialized projects for the HPCDP section. Measures progress made on plans or projects, presenting updates to staff involved in the planning process.

Responsible for routine and ad hoc administrative reports. May serve on section workgroups.

5%) Performs other duties as assigned including but not limited to, actively participating and / or serving in a supporting role to meet the agency’s obligations for disaster response and / or recovery or Continuity of Operations (COOP) activation.

Such participation may require an alternate shift pattern assignment and / or location.

Knowledge Skills Abilities :

Knowledge of office management principles, practices, and standard and administrative procedures.

Knowledge of State of Texas Open Records and Public Information Act reporting and routing.

Knowledge of State of Texas travel rules and regulations.

Knowledge of State of Texas purchasing systems, procedures, and standards.

Skill in written and verbal communication.

Skill in time management, planning, prioritizing, and organizing workload to meet deadlines.

Skill in bookkeeping.

Skill in the use of Microsoft Office (including Outlook, Word, PowerPoint, Excel, and Visio), State of Texas HHS Enterprise Portal, and CAPPS Financial System and Access HR.

Skill in the use of standard office machines and equipment.

Ability to track and prioritize multiple tasks and assignments.

Ability to handle the demands of a fast-paced office.

Ability to manage confidential information and sensitive issues and materials.

Ability to handle high-level administrative issues.

Ability to analyze and solve work-related problems independently.

Ability to prepare correspondence independently, proofread, and edit.

Ability to communicate effectively and courteously with executives, staff, and the general public.

Ability to plan and schedule meetings and make travel arrangements.

Overview

JOB DESCRIPTION

TITLE : Executive Assistant

DEPARTMENT (S) : Administrative

DIRECT REPORTs : N / A

REPORTS TO : CEO

ABOUT US

At LaunchPad Home Group, we are looking for an individual who is passionate about building relationships and supporting the needs of others.

In this critical role, you will help us live our mission creating lifelong relationships by simplifying home ownership and we want you to be a part of that! We are on a mission to support our clients throughout their home ownership journey and believe that everyone deserves to live in a safe environment to raise their family and create lifelong memories.

We aspire to not only be the leading provider of quality home inspections, but to play an essential role and serve as their solutions partner for all their home’s safety needs.

If you are looking to make a difference in the lives of others, then this is the role for you!

POSITION SUMMARY

The Executive Administrative Assistant’s primary focus is providing highly confidential administrative support to the CEO and Senior Level Executives.

They must be able to manage and coordinate a variety of departmental activities under limited supervision. Individual is expected to be aware of business activities and events as they relate to the areas.

It is anticipated this individual will foster a collaborative work environment. It is essential that this person has excellent judgment and discretion when interacting with others and in managing information.

Ideal candidate is professional, organized, able to multitask, strong computer skills including Word, PowerPoint, and Excel, and has strong communication skills, both written and verbal.

ESSENTIAL JOB FUNCTIONS

• Provide administrative support for the Executive team by providing a myriad of support tasks to successfully meet program goals and responsibilities.
• Managers calendars, arranges travel and coordinates meetings and special events.
• Answering and responding to incoming phone calls, emails, texts, and online scheduler inquiries in a timely manner
• Provides detailed responses to requests for information, and overall office management.
• Take inventory of green bag supplies (customer gift bags) and orders green bag supplies when needed.
• Booking and managing travel and expenses, coordination of internal meetings and functions, schedule meetings, reserve conference rooms, set up video and conference calls, register and greet visitors, catering coordination and set-up.
• Ensure equipment is working and available (copiers, printers, fax, etc.)
• Draft communications for CEO to include company-wide messages.
• Develops PowerPoint presentations for Company town halls.
• Record and distribute meeting notes; record, distribute and track meeting action items and handle other routine communications.
• Experience working with remote employees and managers.
• Prepares board packages using Excel and PowerPoint
• Support the Finance Department with light accounting projects.
• Maintains good public relations and interacts with customers and co-workers in a respectful and professional manner.
• Other duties as assigned.

SKILLS AND ABILITIES

• Understand complex processes
• Creative problem-solver
• Must be highly organized, flexible, deadline and detail oriented
• Must be a self-starter with limited supervision
• Excellent interpersonal skills with the ability to build and maintain relationships
• Ability to learn various computer systems and track progress
• Coachable team member who works hard to help the team succeed

MINIMUM REQUIREMENTS

• High School Diploma or GED
• Office administration experience at the executive level
• Proficient in Microsoft Office Suite

PREFERRED REQUIREMENTS

• Real estate, home inspection or related field experience
• Associate degree or greater
• Bi-lingual a plus

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Intiva Health is looking for an administrative assistant to join our team in our Austin office. This person will work to support the daily operations of the office.

The ideal candidate is a high-energy individual with excellent organizational skills, a strong attention to detail and the ability to communicate effectively in both written and verbal communications.

Responsibilities :

• Field inbound communications - Answer phone calls / general email inquiries and route to the appropriate internal parties as needed.
• Coordinate scheduling - Set up meetings based on cross-functional availability for both internal and external stakeholders.
• Organize internal resources - Build out and maintain processes to keep files and office supplies organized and easily accessible.
• Liaise with visitors - Act as point person for office guests.
• Communicate policies and procedures - Alert employees of new processes, rules and regulations.
• Facilitate executive-level operations - Book travel, submit expense reports and send communications for high-level staff as needed.

Requirements :

• High school diploma
• 1-2 years experience as an administrative assistant, secretary or receptionist preferred
• Strong organizational, communication, and time-management skills
• Proven ability to work in a fast-paced environment
• Positive, high-energy attitude
• Resourcefulness, creativity, and problem-solving skill set
• Familiarity with office equipment (i.e. printers, fax machines, projectors)
• Proficiency in Microsoft Office (especially MS Excel and PowerPoint)

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About Popcorn Growth

Popcorn Growth is a TikTok-first influencer marketing agency. Here to shake up stuffy old-school agency practices.

We know that success on TikTok for brands depends on speed and efficiency.

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Now, we are looking for passionate industry disruptors who are ready to move as fast as we do.

Executive Assistant Job Summary

Your primary role is to serve as an EA to our CEO, with all matters that will enable her to function at her best. Your secondary role is to support the broader team in the US on admin needs.

This will start off as a part-time role (3-4 hours / day) for the first 3 to 6 months, eventually growing into a full-time role.

We are seeking a self-motivated and adaptable EA to help achieve our agency's ambitious goals. In this role, you will VERY often be thrown tasks that require you to figure it out and be resourceful.

An ability to function in a fast-paced environment is also critical.

The key trait is also the ability to not take things personally. Our internal communications may sometimes come across as terse or direct to people outside our company, but our culture values brevity and we don’t waste words sugar-coating.

This might feel jarring for some.

Not only must our EA be extremely capable, he / she must also be a cultural fit for our organization.

EA Duties and Responsibilities

Assisting the sales team with admin work, such as updating sales CRM, tracking meetings and calls, taking notes, following up with prospects and clients

Assist the CEO in ensuring that people give her what she wants on time

Take things off the CEO’s plate-from daily admin matters like sorting out hotel bookings to protecting her time

Keeping track of what the CEO needs to do- she has bad memory

Making decks (you can use canva)

Drafting emails on behalf of CEO / responding on behalf of CEO

You might sometimes have to jump on call on behalf of the CEO

Ad-hoc tasks for the CEO and the team

EA Skillsets

Google workspace (Gsheets, Gdoc etc)

Clickup

Pipedrive knowledge is a HUGE bonus

SOP creation

Speaks and writes Chinese Mandarin (not required)

Based in United States

Organized and efficient

Get things done, quickly

Ability to respond to last-min demands

Time management skills.

Ability to work under pressure and deal with conflict

Great written and verbal communication skills.

Excellent communication, interpersonal, and customer service skills.

Knowledge of data analysis and report writing.

Require ability to use Canva to produce client ready presentation

Prior experiences as EA in a professional services firm (i.e. law firm, consulting) preferred

If you're interested, kindly click the APPLY button below :