Executive Assistant 1

Job Title

Accountabilities Screens telephone calls and visitors, and resolves inquiries and requests. Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements. Tracks operational data in a database, including financial and other reporting metrics. Uses software tools to compile data into presentation format. Maintains accurate schedule of activities of the leader/executive supported, including complex meeting coordination and may include travel arrangements Independently prepare presentations and recurring reports. Coordinates special projects and department activities Coordinates office functions with other departments.

Responsibilities Works on assignments that are moderately complex in nature where judgment is required in resolving problems and making routine recommendations. Works on problems where facts may be incomplete or in a form not readily usable, where further investigation is necessary to define problems and proceed. Supports Executive Director Receives, screens and handles telephone calls, incoming mail, publications and other correspondence, some of which may be of a confidential or sensitive nature. Makes travel and lodging arrangements as required while monitoring vacations, schedules and calendars. Organizes meetings and meeting logistics. Drafts own responses based on knowledge of the organization's policy, procedures or particular situation. Has knowledge of organizational structure and maintains organizational charts Interacts and establishes networking relationships with outside customers, high-level executives and administrative assistants in a professional manner Prepares memoranda, reports and other materials for staff and business meetings. May attend staff meetings, take and distribute minutes and follow up on action items. Maintains and analyzes files and records which often contain information of a confidential. May provide work direction of other administrative assistants and performs other related duties as assigned.