Executive Assistant 3 - 090062

Purpose/Description

The Executive Assistant 3 - CEO Scheduler is responsible for the planning, organization, and implementation of the CEO’s daily and long-range schedules. This position ensures that the CEO's schedule is followed and respected and performs a "gatekeeper" and "gateway" role. This position also acts as a liaison for the CEO with the members of the Executive Cabinet, staff and public. The CEO Scheduler must consistently communicate the CEO's schedule / time commitments with CEO delegates identified by the CEO.

 

• Required Tasks
  • Manage and maintain CEO’s calendar and schedule, schedule internal and external meetings, conferences, special events and travel.
  • Prepare the daily schedule for the CEO and distributes copies to the Executive staff weekly
  • Prepare detailed notes for the CEO, including important numbers, locations and contact names.
  • Prepare monthly projected schedules for the CEO.
  • Create and maintain a master schedule with significant dates including, but not limited to events all of which not committed to but require awareness.
  • Brief the CEO on all scheduling activities and requests for his appearance.
  • Schedule all staff meetings and briefings involving the CEO.
  • Work with staff person traveling with CEO. Coordinate that individual’s travel and brief him/her on advance work and briefing materials.
  • Coordinate scheduling of press, interviews, radio and television time with the Director of Communications.
  • Review and respond to email, mail, invitations and phone calls; this may include responding on behalf of the CEO.
  • Maintain a filing system for correspondence, business matters and other related data
  • Respond to all invitations, either by written (electronic) correspondence or by personal telephone call.
  • Maintain files of invitations that have been accepted, declined, or that are tentative/pending.
  • Ensure that the CEO is provided with briefing materials for each event by coordinating with event participants and the appropriate internal staff.
  • Act as a liaison between the CEO, other staff, government offices, agencies, and constituents to arrange for the CEO's attendance at meetings, events or to coordinate travel plans.
  • Perform other duties as assigned.

• Educational Requirements
  • Bachelor's degree preferred in business-related field; HS diploma/GED required
• Experience requirements
  • A minimum of (5) years' experience in supporting executive-level leadership