Executive Assistant

SUMMARY OF POSITION:

The Executive Assistant provides high-level administrative and operational support to the Executive Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Work directly with the Executive Director to support all aspects of their daily work routine.
• Maintain the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Assist in agency activities and processes including strategic planning, prioritization, initiation, execution, and training, as well as in fostering collaboration of end-users and key stakeholders.
• Assist the Executive Director in the development of presentations and reports for internal and external audiences.
• Determine priority of matters of attention for the Executive Director; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the Executive Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the Executive Director signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time.