Executive Assistant, Capital Region

Job Description

Job Description

*Applicants MUST submit a cover letter with resume to be considered.

*This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.

* Minorities, women, and individuals with disabilities are encouraged to apply . Please contact Human Resources if you require an accommodation.

BASIC FUNCTION:

Provide administrative support to the Regional Director and Department Staff to facilitate the efficient and effective operation of the department and enhance operations of the department as needed. Works as part of the project team.

WORK PERFORMED:

• Screen and manage telephone calls in a professional and courteous manner, prioritization, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
• Handle all scheduling matters, confirm meetings, and conference calls, reserve meeting rooms, ensure that external visitors are greeted and escorted into and out of the office, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, and ensure all necessary materials are available prior to meeting.
• Maintain Regional Director and regional office staff calendar in connection to appointments, meetings, conference calls and trainings.
• Provide discreet handling of sensitive and confidential information.
• Make travel arrangements, including securing all required approvals, and ensure that all travel documents are in order and available when needed.
• Prepare expense reports for Regional Director in a timely manner, ensuring all required supporting documentation is included.
• Receive, review, and submit payment authorization forms, expense reports, invoices, mileage forms, tax exemption forms, petty cash, purchase requests.
• Create, organize, and maintain the filing system for records, correspondence, and other related materials. Review files periodically and screen for materials that can be disposed of according to file/document retention guidelines.
• Prepare draft memoranda, correspondence, reports, worksheets, etc. using Microsoft Office software products.
• Handle document preparation, spreadsheets, and coordination for presentations as needed.
• Coordinate Department marketing and outreach events to promote programs. Work directly with Regional Director and Deputy Director on speaking events, marketing, and publicity. Ensure marketing collateral is distributed through various external stakeholders. Represent agency at events.
• Complete special projects as required.

MINIMUM REQUIREMENTS:

Education Level Required: Associates degree. Extensive direct experience can substitute for degree requirement.

Equivalent Experience: Five years of administrative experience supporting executive management.

Skills Required: Strong written and oral communication skills are required. Must be detail oriented and highly organized with strong follow up skills. Must have ability to handle multiple changing priorities and effectively anticipate needs of management. Must be able to manage work proactively, efficiently and effectively, and with tenacity. Highly proficient with Outlook, Excel, PowerPoint, and Word, as well as with CRM tools and databases. Excellent presentation preparation skills. Must be able to work well collaboratively and independently and must be energetic, with a pleasant demeanor and good sense of humor.