Executive Assistant II

This is a professional administrative position performing a variety of highly complex administrative support functions to ensure effective operation and management of the Administrator’s Office.  Duties include conducting research, project management and priority setting, preparing statistical reports and handling information requests along with the day-to-day clerical functions such as calendar control, agendas, and correspondence for the Administrator and designated staff.  This position reports to the Administrator or designee and work with the Deputy Administrators, Mayor and Commissioners, General Counsel, Directors, Judicial and Governmental officials, co-workers, and the public. In this environment client relations are extremely sensitive and considered critical to the operations of the organization at the highest executive level of government wherein duties must be performed with a high degree of professionalism, maturity and discretion. 

 

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Respond to inquiries in person, via telephone, or email, and direct constituents to the appropriate personnel; create, proofread, edit, and format a variety of documents, spreadsheets, reports, and presentations with accuracy; disseminate information accurately by reading, researching, and routing correspondence appropriately; obtain documents to independently distribute, prioritize, and organize for the office and the Administrator; perform special projects and other duties as assigned.
• Relieve management staff of routine administrative tasks; screen telephone calls, mail, and other communications and initiate appropriate action/response; record dictation; type, compose, edit, or proofread correspondence on behalf of management staff; record and/or transcribe correspondence, statements, minutes, or other information; and keep management informed of significant matters, messages, documentation, or other information. Schedule and confirm appointments, meetings, interviews, conferences, training activities, or other activities; update calendar on a regular basis; and notify parties involved of changes.
• Welcome guests, customers, elected officials in a very courteous and professional manner by greeting them in person or on the telephone; answering or directing inquiries; provide information to callers; coordinate office communication by relaying messages to staff and disseminating information to staff. 
• Assist leadership team with preparation for Commission Meetings; assist Commissioners/Elected Officials with agenda items, reports, researching and providing information for various purposes to include departmental activities, programs, functions and/or events; high level interaction with the Community and Community Leaders.
• Assist with office budget preparation. Prepare requests for payment and enter PO and requisition information into the Central Square system. Monitor expenditures and works with the departmental budget. Maintain records of vacation and sick leave for the Administrator’s staff within the ADP timekeeping system. Monitor contracts assigned to the Administrator’s Office. Maintain open record requests log.
• May assist with the preparation of monthly newsletters for organization utilizing strong research and editing skills; mastery of the English Language; assist with posting of publications on organization’s website; special projects and other assignments as needed. 
• Perform other duties as assigned by the Administrator and other office leadership.

Qualifications

Education: Associate’s degree in Administrative Services, Office Administration, or related field or High School Diploma/GED with equivalent experience.

Experience: Three (3) years of complex administrative experience as an executive assistant, administrative secretary, or office manager to executive level management. Advanced experience or training in personal computer use with Microsoft Office software or five (5) years' experience with a High School Diploma.

Preferred: Experience in a municipal government environment.

 

Knowledge/Skills/Abilities:

• Excellent calendar management skills, including the coordination of complex executive meetings
• Administrative writing skills, reporting skills, supply management, scheduling, organization, time management, travel logistics, verbal communication. Strong organizational, administrative, communication and problem-solving skills
• Ability to maintain customer confidence and protects operations by keeping information confid