Job details

Executive Assistant – Chief of Staff

Purpose and Scope

SUMMARY DESCRIPTION:

Supports the Chief of Staff in staff capacity by handling a wide variety of situations involving the administrative functions of the area. The employee is regarded as an expert source of information on processing transactions; completed work is reviewed for conformance with policy and regulatory requirements; numerous and varied guidelines are adapted and applied.

Essential Job Functions

This position description is not intended to be an exhaustive list of all duties, knowledge or abilities associated with this classification, but is intended to accurately reflect the primary job elements.

Performs advanced administrative work for multiple programs and projects, including crafting of presentations and written communications.

Serves as lead on scheduling, note-taking, and direct calling of necessary contacts.

Analyzes unit operating practices, such as record keeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements and performance standards to create new systems or revise established procedures for all Strategy and Innovation areas.

Processes a wide variety of transactions subject to different sets of rules and regulations.

Performs a segment of the evaluative work of an administrative function; identifies issues or problems and seeks alternative solutions consistent with applicable regulations. Prepares and maintains a variety of reports, records, correspondence, and files related to assigned service, activities, and operations; provides for appropriate research and compiles reports, as needed.

Manages office details by relieving the management of routine issues and keeps them apprised of potential problems and concerns.

Schedules and coordinates calendar and appointments.

Schedules and coordinates travel and conference arrangements.

Prepares and distributes notices, agendas and supplementary materials, schedules facilities and audio-visual equipment, prepares transcribed minutes and follow-up actions, and video or audio recordings of meetings.

Creates and processes letters, newsletters, e-mails, and other documents independently for department as directed.

Interprets and explains related policies, programs, and legislative regulations.

Provides effective oral and written communication and maintains relationships with internal and external partners.

Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments and revisions as directed.

Prepares purchase orders, supply requisitions, and payroll.

Monitor receipt of materials, invoices and processes mileage claims.

Prepares annual financial report.

Performs other related duties as assigned or directed.

Minimum Qualifications

Graduation from an accredited college or university with a Bachelor's Degree in Business Administration, Public Administration, or equivalent, for a total education/experience of 4 years.

Degree Equivalency Formula:

Bachelor’s Degree= 4 years plus required years of experience.

Master’s Degree= 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.

Executive Assistant Chief of Staff Administrative Support Scheduling Budget Monitoring Reporting Communication Office Management Travel Coordination Strategy Innovation

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