Executive Assistant 1

About the Role

This position provides comprehensive administrative support to an executive, handling complex scheduling, communication, and operational tasks while coordinating office functions and special projects.

Responsibilities

• Screen telephone calls and visitors, resolving inquiries and requests.
• Schedule and maintain calendars for appointments, meetings, and travel itineraries, coordinating all related arrangements.
• Track operational data in a database, including financial and other reporting metrics.
• Use software tools to compile data into presentation formats.
• Maintain an accurate schedule of the executive’s activities, including complex meeting coordination and travel arrangements.
• Independently prepare presentations and recurring reports.
• Coordinate special projects and department activities.
• Coordinate office functions with other departments.
• Work on moderately complex assignments requiring judgment to resolve problems and make routine recommendations.
• Address problems where facts may be incomplete or unclear, conducting further investigation as needed.
• Support the Executive Director by handling telephone calls, incoming mail, publications, and confidential or sensitive correspondence.
• Make travel and lodging arrangements while monitoring vacations, schedules, and calendars.
• Organize meetings and manage meeting logistics.
• Draft responses based on knowledge of organizational policies, procedures, or specific situations.
• Maintain knowledge of organizational structure and update organizational charts.
• Interact and establish professional networking relationships with external customers, high-level executives, and administrative assistants.
• Prepare memoranda, reports, and other materials for staff and business meetings.
• Attend staff meetings, take and distribute minutes, and follow up on action items.
• Maintain and analyze confidential files and records.
• Provide work direction to other administrative assistants as needed.