The Executive Assistant is responsible for providing confidential administrative and secretarial assistance to leadership. The Executive Assistant will work independently to respond to information requests and resolve issues or problem on behalf of the executives. This is advanced technical or administrative work in which the incumbent is highly experienced in his/her assigned roles and works under very limited supervision on business sensitive and/or confidential materials.
FUNCTIONS:
- Provides the overall administrative support for regulatory programs by assuring that documents, reports and correspondence are prepared, reconciled and distributed in a timely manner.
- Prepares ad hoc reports and conducts ad hoc reviews as requested.
- Provides assistance and administrative support for special projects including preparing materials for use in presentations.
- Manages and maintains schedules including scheduling appointments, serving as primary point of contact for executives, and assures that appropriate materials are available for meetings.
- Places outgoing calls on behalf of the executive to request information or to contact appropriate individuals for the executive.
- Schedules and organizes meetings for the executive including greeting visitors and being primary point of contact during their visits.
- Reads and analyzes incoming mail, memos and reports to determine significance and appropriate distribution.
- Prepares and edits correspondence, reports and other documents as well as prepares responses to routine inquiries.
- Prepares correspondence and other written materials from verbal direction, softcopy, or from knowledge of company policy or procedures.
- Coordinates meetings and conferences in District or Home Office and, when required, orders food and prepares meeting materials.
- Prepares agendas, meetings notes and minutes of meetings, as required.
- Makes arrangements for travel, conferences, off-site meetings, and other events.
- Works closely with the Office Manager in District as backup.
- Files correspondence and other records or forwards documents for storage.
- Eight (8) years of related experience as a secretary, administrative assistant, or similar responsibilities.
- Proficiency in the use of word processing, spreadsheet, and presentation software.
