Administrative Assistant
$55kTatitlek Corporation Inc
Overview **US CITIZENSHIP REQUIRED** SUMMARY: ESSENTIAL DUTIES AND RESPONSIBILITIES: Meeting Coordination & Agenda Management:
- Coordinate with the Chief and/or Acting Chief to develop and finalize OITO meeting agendas.
- Solicit agenda topics from OITO managers and ensure timely responses; follow up as needed.
- Organize and structure agenda items based on time constraints and priorities.
- Distribute approved agendas to primary stakeholders and meeting participants.
- Schedule meetings and send calendar invitations, including optional attendees and presenters.
- Maintain and upload finalized agendas to SharePoint, organized by fiscal year and quarter.
- Review meeting minutes and validate captured action items for accuracy and completeness.
- Assign, track, and communicate action items, including due dates and responsible parties.
- Distribute finalized meeting minutes and coordinate updates or revisions as needed.
- Maintain and update Action Item trackers, ensuring transparency and historical tracking.
- Follow up with staff on outstanding action items and escalate as appropriate.
- Compile and submit the OITO Monthly Report in accordance with established deadlines.
- Coordinate with managers to collect input and ensure timely submission of report content.
- Consolidate and format reports using standardized templates.
- Maintain organized records of reports, agendas, and supporting documentation.
- Coordinate with OITO managers to collect monthly briefing materials.
- Compile and format PowerPoint presentations using established templates.
- Ensure briefing decks are complete, accurate, and submitted on time.
- Maintain Action Item and Parking Lot trackers to monitor ongoing and deferred items.
- Update tracking tools (e.g., Excel, SharePoint) to ensure accuracy and accessibility of information.
- Support process improvements for tracking and reporting systems.
- Manage calendars, schedule meetings, and coordinate logistics for leadership and staff.
- Draft, edit, and distribute correspondence, emails, and official communications.
- Maintain office files, records, and shared resources in an organized manner.
- Provide administrative support for special projects and initiatives as needed.
- Serve as a point of contact for internal and external stakeholders.
- Experience supporting senior leadership or executive-level staff.
- Familiarity with meeting coordination, reporting processes, and task tracking systems.
- Experience in a government or administrative office environment.
- Strong organizational and time management skills with attention to detail.
- Excellent written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Strong interpersonal skills and ability to work effectively with all levels of staff.
- Ability to handle sensitive information with discretion and professionalism.
Vacancy posted 2 days ago
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