Executive Assistant
Job Description
Executive Assistant to General Manager / / M-F : am to pm
Must have years public sector experience
The most important things are that they are experienced with heavy calendaring / scheduling, Outlook / MS Word / PowerPoint / Adobe Pro, and are organized / detailed oriented / can proofread well.
Scheduling
Experience with heavy calendaring / scheduling various meetings with large groups of attendees, both internal and external, requiring the review of a multitude of different calendars to find mutually available time slots and / or working with various external assistants to find mutually available time slots.
Experience and comfort working with last-minute requests requiring immediate attention, and / or rescheduling of multiple meetings.
Ability to create calendar invites with virtual meeting platforms such as MS Teams / Zoom.
Technology
Experienced with Windows, MS Word, PowerPoint, Excel, Adobe Pro, Outlook, MS Teams, Zoom, DocuSign, iPhones and iPads.
Ability to troubleshoot and resolve minor technology issues related to computer camera / audio systems for virtual meetings on behalf of GM and GM meetings in conference rooms using windows systems and conference room devices.
Experience with electronic filing systems; Ability to navigate and electronically file away documents in Windows, SharePoint / OneDrive ( incoming / outgoing correspondence, memos, presentations, notes, etc.)
Multi-tasker / Customer Service
Experienced customer service skills and comfortable working with high-level Executives, Appointed Officers, Elected Officials, and external stakeholders, while establishing and maintaining relationships.
Ability to determine priorities and juggle multiple incoming tasks, answer incoming phone calls and in-person inquiries from the GM, Executives, Staff, Directors, and the general public.
Organized / Detail Oriented
Experience proofreading, formatting, and finalizing executive level correspondence, talking points, reports, presentations, and memorandums that are consistent with our agency formatting standards, addressed to various recipients, including Staff, Elected Officials, Legislators, the media, and other various entities.
Experience drafting PowerPoints, talking points, reports, memos / correspondence, etc. for the GM, by working with the appropriate Executives to gather the information and content, and ultimately finalizing and sending out to the recipient(s) on behalf of the GM.
Independent & Takes Initiative
Ability to be assertive, confidently communicate and direct the GM in order to ensure he is staying on top of his schedule and making meetings, responding / following up on any urgent emails.
Ability to always be thinking ahead, examples :
Ensuring any prep meetings or materials ( talking points and presentations) are scheduled or prepared ahead of press conferences, speaking engagements, meetings, etc.
this may sometimes require following up and setting internal deadlines with Executives who can assist with providing this information or briefing the GM.
Ensuring any last-minute changes to meetings, new updates on projects, press events, are clearly and efficiently communicated to the GM, Executives, Directors and / or necessary staff.
Other
Ability to learn Procurement / PO / MDD system processes, track / log budget items, purchase business items, prepare check requests, expense reports, travel orders and reimbursements.
Ability to plan the GM's travel engagements (flight, hotel, car), prepare itineraries, and track all out of pocket expenses by the GM.
Cost Center : OCR Cap Compliance Support
Experience : Three () years of professional verifiable experience providing administrative support to an executive manager, board officer or related experience.
Education : Possession of a high school diploma, GED or equivalent.
Ability to pass Background and Drug Screen if Required by Client