Under general supervision, this position performs complex administrative support under the direction of a managerial position. This position provides support to and takes direction from multiple executives in service of different departments in addition to its direct supervisor.
Utilize computer, including programs such as Outlook, to perform a heavy volume of scheduling internal and external meetings by using video or audio conference calls for assigned Executives and departments. Scheduling these meetings is complex work that involves working with multiple internal and external executive assistants. In addition, the position will support meetings by arranging meeting space, coordinating schedules, sending meeting notices, attending meetings if necessary, and taking and/or transcribing meeting notes.
Understand, analyze, anticipate and complete the administrative needs and tasks of each assigned department to achieve established goals. Respond to requests from departments in timely and accurate manner.
Draft correspondence, basic reports and presentations as requested.
Assist in budget preparation and expense management reporting. This includes the preparation of expense reports and purchasing card reports in a timely and accurate manner.
Review, update, and track any and all professional memberships of assigned Executives, Directors, and Managers to ensure any and all credits are completed by annual deadlines. Will work closely with each team member to ensure any educational credits are submitted and will assist with registration of trainings and conferences and with accurately booking accommodations.
Assist with records management for the assigned departments to include both paper and electronic documents and files.
Provide support to the Board Governance Manager for Board and Committee meetings as needed.
Assist assigned Executives with gathering responsive information for public information requests and other time-sensitive and confidential issues, concerns and questions.
Provide general administrative and clerical support. Perform other duties as assigned and generally provide administrative support to departments on a daily basis.
• Structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Administrative and clerical procedures and systems such as word processing systems, filing and records management systems, note-taking, transcription, and other office procedures and terminology.
• Confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information.
• Records management processes and/or methods for inventorying, verifying, logging, preparing, filming/scanning, and filing of records.
• Microsoft Office 365, including Outlook, Word, Excel, Teams, and OneNote.
• Strong problem-solving skills with effective follow through, analyzing information and evaluating results to choose the best solution and solve problems.
• Strong listening, verbal, presentation and written communication skills.
• Strong emotional intelligence and respect for internal and external stakeholders and co-workers.
• Knowing how to find information and identifying essential information.
• Performing complex operations in Microsoft Office 365 and the internet.
• Performing executive administrative functions including scheduling travel, meeting planning and coordinating calendar activities.
• Actively learning by working with new material or information to grasp its implications.
• Listening to what other people are saying and asking questions as appropriate.
• Actively looking for ways to help people and establishing and maintaining effective working relationships.
• Communicate information and ideas in writing so others will understand.
• Managing one's own time and the time of others.
• Taking and/or transcribing notes of meetings.
• Finding ways to structure or classify multiple pieces of information.
• Develop approaches for implementing an idea.
• Pay attention to details.
• Efficiently shift back and forth between two or more activities or sources of information.
• Apply independent discretion and judgment in handling sensitive and confidential communications and materials.
• To handle detail and constantly change between competing priorities.
• Develop strong interpersonal skills with the ability to interface effective both externally and internally with a wide range of people.
• Correctly follow a given rule or set of rules in order to arrange things or actions in a certain order including procedures, orders or logical operations.
MINIMUM EDUCATION: Minimum high school diploma or GED required.
PREFERRED EDUCATION: 60 College Hours from an accredited university
MINIMUM EXPERIENCE: Five years of administrative experience is required