Executive Assistant

Executive Assistant

The selected candidate will support the Department on-site Monday – Friday. The role will support the applications NC Fast and NCID. The ideal candidate will manage division training for staff and traveling/parking logistics for the executive leadership team. Additionally, onboarding support will be provided for new hires to ensure a seamless experience.

Coordinate and perform a variety of administrative duties supporting the daily operations of the Business Operations Division Director. This position, possessing a high degree of latitude, is responsible for complex administrative functions where considerable judgment, tact, accuracy, timeliness, creativity, and initiative are required to resolve problems and perform tasks that may be confidential or sensitive in nature.

Essential Functions

• Prepare agendas or presentations; attend meetings, take, transcribe, and distribute notes or minutes; arrange meetings and set up meeting rooms or facilities
• Coordinate general office services such as records, expense reports, other departmental administrative responsibilities
• May assist in the planning and coordination of department functions, events, and/or programs
• Conduct research, answer questions, and resolve complaints; keep management informed as appropriate
• Quarterly run and update staff access reports and provide to the leadership team
• Manage facility work requests, reimbursements and staff accommodations
• Oversee security badge requests
• Overseeing first-aid kits within the department
• Retrieve records, documents, and other materials for the department
• Manage and maintain department director's calendar: schedule and confirm appointments, arrange for meeting rooms or facilities, make and confirm travel plans
• Answer the phone, take messages, and answer inquiries from leadership, departments, employees, vendors, outside agencies, and others
• Enter information and maintain data files of departmental activities
• Order and maintain supply inventories for the department
• Conduct special projects as requested

Minimum Qualifications Experience:

Minimum of six years of an executive assistant or administrative support experience

Education:

Associate's degree in a related field.

Combination of relevant education and relevant experience accepted?: Yes

Licenses and Certifications

• May require a valid North Carolina or South Carolina Driver's License
• May require County Driving Privileges

Preferred Qualifications

• Bachelor's degree preferred in related field
• Prior administrative support experience
• Microsoft Office Suite experience
• Concur experience

Knowledge, Skills and Abilities

Knowledge of

• Administrative and clerical procedures and systems using various computer applications, managing files and records, transcription, and other office procedures
• Principles and processes for providing customer and employee services
• Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar

Skills

• Effective, professional-level, interpersonal communication in all venues, e.g., in person, by telephone, or via email Work prioritization and organizational techniques
• Sound judgment and decision-making
• High-level attention to detail
• Understand directions and timely respond
• Time management
• Intermediate spelling, grammar, and math
• Intermediate computer skills, Microsoft Office Suite software programs
• Purchasing, account reconciliation, and inventory management

Abilities

• Adaptability: Maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures
• Building Partnership: Identifying opportunities and taking action to build strategic relationships between one's area and other areas, teams, departments, units or organizations to help achieve business goals
• Building Trust: Interacting with others effectively to build confidence in one's intentions and those of the organization
• Collaboration: Working effectively and cooperatively with others; establishing and maintaining good working relationships
• Communication: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the information provided
• Customer Focus: Ensuring that the customer perspective is a driving force behind business decisions and activities; crafting and implementing service practices that meet customers' and the organization's needs
• Decision Making: Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, policies and procedures, and probable consequences
• Follow-up: Monitoring the results of delegations, assignments, or projects.

Computer Skills

Advanced use in various computer applications including Microsoft Office Suite

Work Environment

Works in an office setting with moderate noise

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Disclaimer Statement

This is not intended to be an all-inclusive list of job-related responsibilities, duties, skills, requirements or working conditions. Other duties may be assigned based on business need and the supervisor's request. Mecklenburg County reserves the right to revise the job description at any time. Designated positions may be required to assist in emergency and/or disaster situations.