Executive Assistant

About the role

This position will provide high level administrative support to our Executive Leadership Team. The candidate will be a proactive problem solver with exceptional communication skills and have a meticulous attention for details. They will act as the main point of contact between the Executive Director and the Park Board.

Responsibilities

• Calendar Management: Coordinate and manage the schedule, including meetings, appointments, and travel arrangements.
• Communication: Screen and direct phone calls and distribute correspondence. Manage incoming and outgoing emails and ensure timely responses.
• Meeting Preparation: Prepare meeting agendas, take minutes, and follow up on action items. Ensure Executive team is well-prepared for meetings.
• Travel Arrangements: Organize and manage travel itineraries, accommodations, and transportation for both domestic and international trips.
• Document Management: Create, edit, and format documents, presentations, and reports. Maintain an organized filing system.
• Project Assistance: Assist in special projects, research, and compile data as needed. Provide project management support.
• Event Coordination: Plan and coordinate executive-level meetings, conferences, and events, including logistics and catering.
• Confidentiality: Handle sensitive information with the highest level of discretion and maintain confidentiality at all times.
• Financial Administration: Process expense reports, manage budgets, and handle invoices and reimbursements.
• Keeps direct supervisor promptly informed of key/significant issues or concerns.
• Carries out duties and responsibilities in a safe and efficient manner to maintain a safe work environment and surrounding area for oneself, co-workers and public.
• Updates and enhances own knowledge by involvement in continuing education for professional growth, i.e., attends relevant conferences, seminars, in-service trainings, and certification programs.
• Performs related duties as assigned or apparent.

Requirements

• Associates degree in office/business administration or equivalent administrative assistant work experience required.
• Minimum of 3 years of office administrative support experience preferably in a governmental setting.
• Executive Administration experience is highly preferred.
• Must possess a valid driver’s license.
• Become Notary Public within first year.