Senior Administrative Assistant

Office Assistant

Under general supervision, performs a variety of skilled and confidential administrative duties in support External Affairs department as well as ensure the office runs smoothly as the Office Assistant. Coordinates meetings and organizes travel arrangements; prepares and edits correspondence, Board and committee reports and presentations; establishes and maintains records and filing systems; receives and responds to phone calls and visitors; prepares travel and/or general expense reports; plans and coordinates special projects; processing mail and packages; ordering office supplies, and performs other duties as required.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position-specific duties and/or duties that are outside the specific responsibilities that are listed.

• Conducts a variety of skilled and confidential duties in support of the assigned executive's projects and initiatives as well as the day-to-day operations of the department; may work independently exercising judgment and initiative.

• Plans, coordinates, updates, and maintains the executive's schedule; works with internal and external parties to organize appointments and meetings; monitors and ensures accuracy of appointment information.

• Assists with meeting preparation; prepares, collects, and distributes background information for meetings, agenda materials, and other relevant documentation; records and follows up on meeting action items as required.

• Receives, reviews, sorts, distributes, and/or responds to correspondence; prepares and edits reports, presentations, correspondence, and other documentation; proofreads rough and final drafts of documentation for accurate formatting, spelling, grammar, and punctuation.

• Provides assistance with Committee and Board reports and distributes to Executive Team for review; coordinates with report writer(s) regarding comments received and assist with proofreading and formatting; submits final version of reports to the Clerk of the Board within the deadline.

• Establishes, updates, and maintains filing systems including correspondence, reports, project materials, and other related documentation; works collaboratively with executives and members of the administrative team to establish and maintain long-term subject matter files; prepares and provides daily activity files.

• Assist the department with budget related tasks such as monitoring and tracking expenditures to ensure compliance with the budget, coordinate budget review meetings during the budget process and assist with special projects and prepare presentations or reports as needed.

• Monitors emails and/or other communications to ensure the assigned executive(s) is well informed of upcoming commitments and responsibilities; as directed, prioritizes and follows-up on incoming issues addressed to the Executive, including those of a confidential and/or sensitive nature.

• Provides logical and organized information to the assigned Executive, Executive Team, and/or other staff; facilitates smooth communication between the Executive and other parties.

• Collaborate with the Executive to plan and execute periodic department staff meetings, assisting with interactive presentations and team-building activities.

• Organizes travel and other arrangements; coordinates to ensure consistency in travel plans when the assigned Executive is traveling with others; prepares and provides trip information files in advance of travel; prepares travel expense reports.

• Conducts, plans, and coordinates special projects in support of departmental and Agency-wide operations; acquires and maintains knowledge regarding current and upcoming Agency projects.

• May help with coverage in updating and maintaining the calendars for the meeting rooms and fleet vehicles; checks out, receives and/or maintains fleet vehicle keys during Office Assistant's absence.

• May support one or more Chiefs and/or may provide backup support to the Executive Assistant to the CEO and/or Clerk of the Board.

• Assist with catering and setting up for Board/Committee lunches and staff events, including planned holiday and staff appreciation activities.

• Check mailbox daily and distribute to appropriate mail bins. Check all outgoing mail locations for mail needing postage and send out for staff, as needed. Monitor shipping supplies to make sure they are always well stocked.

• Provides backup assistance to other administrative support staff in their absence.

• Frequently check, order, stock and maintain a clean and well-equipped supply room, kitchen, conference rooms, and printing areas; schedule and coordinate regular maintenance services with the appropriate vendors for office equipment, including copiers, fax machines, computers/printers, and water and coffee machines.

• Manage the Agencies' vehicle booking process, vehicle keys, and temporary badges. Maintain vehicle reservation history and temporary badge usage records.

• Perform clerical duties in support of specific programs; open and distribute mail, schedule use of conference rooms via Outlook calendars, and maintain assigned equipment.

• Coordinate arrival schedules with vendors and plan with administrative assistant team for front desk coverage. Communicate with employees on schedule of vendor services, if needed. Maintain positive and professional communication with both internal employees and external customers.

• Performs other duties as assigned or required.

Education and Experience: High School Diploma or equivalent combined with five (5) or more years of progressively responsible experience providing administrative support at the executive level; OR an equivalent combination of education and experience. College degree in Business Administration or a related field is preferred.

Required Knowledge of: Office administration best practices and professional standards. Techniques and standards for organizing and maintaining executive records and files. Processes and procedures for planning and coordinating executive travel. Methods/techniques for successfully liaising with executives, Board members, and other parties. Microsoft Office Word (advanced level) and PowerPoint (advanced level) and Excel (intermediate level); experience with SharePoint is desirable. Policies and procedures of assigned department. Customer service methods and communication techniques. Business correspondence methods.

Skills in: Providing high-quality administrative support at the executive level. Effectively facilitating communication and interaction between the Executive and other parties. Preparing accurate, professional and high-quality correspondence, reports, and presentations. Communicating effectively orally and in writing. Preparing accurate, professional and high-quality correspondence, clear and concise reports, and effective presentations with proper English usage, grammar, punctuation and spelling; ability to type/keyboard at an acceptable speed for successful job performance. Creating/maintaining well-organized records and filing systems that provide ease of access by the Executive. Maintaining the highest level of discretion in relation to confidential information. Attention to detail and ability to meet deadlines. Ability to be flexible and prioritize new tasks as they come in. Ability to work both independently and as part of team.

Mental Demands: While performing the duties of this class, the employee is regularly required to use written and oral communication skills; manage and meet tight deadlines that may occur simultaneously, rather than sequentially; read and interpret data, information, and documents; analyze and solve problems; perform highly detailed work on multiple, concurrent tasks; work effectively and maintain composure under stress and in a fast-paced office environment; and interact with governmental representatives, management and others in the course of work.

Physical Demands: While performing the duties of this class, the employee is regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel, or operate standard office equipment; reach with hands and arms. The employee is regularly required to walk and stand and to lift and carry reports and records weighing up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus to see close up and at a distance.

Working Conditions: The employee works under typical office conditions and the noise level is usually quiet.