Executive Administrative Assistant

Details: POSITION SUMMARY: The Executive Administrative Assistant provides administrative and clerical support for assigned executives, and supports the overall operations of the San Jacinto Division Office. Works closely with other Executive Administrative Assistants to schedule events and meetings, set-up and break-down rooms, order supplies, and act as a resource to all customers. PRINCIPAL RESPONSIBILITIES:1.      Provides administrative support to assigned executives.•         Coordinates scheduling including securing meeting locations, logistics (including food and technology as required), preparing meeting notices and invites, preparing agenda and meeting minutes (as needed).•         Maintains calendars, appointments and meetings; Updates as needed. •         Coordinates travel arrangements using Cliqbook database for air, hotel and car rental.•         Prepares expense reports using Concur data base.•         Fields phone calls and screens voicemail as needed.•         Maintains files in an orderly and accessible manner.•         Receives sorts and opens incoming mail arranging in order of priority.•         Reproduces and collates printed materials.  Scans documents for e-mailing.•         Creates a variety of materials such as letters, memos, charts, contracts, policies and procedures, committee minutes, planning matrix, graphs, spreadsheets, and departmental information. •         Orders office supplies as needed.2.  Provides presentation and reporting support for assigned executives.Ideal candidate will possess extensive experience working with Excel, including reports with conditional formatting, and pivot table utilization•         Prepares presentations and reports as assigned.•         Manages distribution lists and updates as needed.•         Handles highly confidential information and materials with discretion.3.  Supports the efficient operation of the Division Office.               •         Provides coverage on a rotating basis for the front desk position (lunch breaks, meetings, vacations, breaks).•         Screens and routes phone calls and delivers accurate messages.•         Receives deliveries and coordinates pick-ups and mailings (SDH courier, external courier, Fed Ex, UPS, etc.)•         Assists visitors and other staff in a timely, warm, and professional manner.•         Provides clerical and telephone back up to other Executive Administrative Assistants.

View the original article here