EXECUTIVE ASSISTANT

Primary Responsibilities

• Manage and coordinate the calendars of senior leadership, scheduling meetings, appointments, and travel in accordance with priorities.
• Ensure executives are well-prepared for meetings, with all necessary documents, agendas, and materials in hand.
• Organize and coordinate internal and external meetings, ensuring that all logistical details (e.g., location, attendees, equipment) are addressed.
• Prepare meeting agendas, take minutes, and follow up on action items as needed.
• Represent the executive in a professional manner, demonstrating strong interpersonal skills in all communications.
• Make travel arrangements for executives, including booking flights, hotels, ground transportation, and preparing travel itineraries.
• Ensure travel arrangements are cost-effective and comply with state policies and procedures.
• Serve as the point of contact between senior leadership and internal/external stakeholders, handling inquiries and providing timely responses.
• Draft and proofread correspondence, memos, emails, and reports on behalf of executives, ensuring clarity and professionalism.
• Maintain clear and open communication channels, facilitating the exchange of information between departments and teams.
• Prepare, edit, and proofread a wide variety of documents, including reports, presentations, and official communications.
• Maintain organized files (both digital and physical) for easy retrieval of documents and confidential records.
• Handle sensitive and confidential information with discretion, ensuring that data is stored securely and shared only with authorized personnel.
• Manage incoming calls, direct them to appropriate staff, and take messages when necessary.

Knowledge And Skills

• Excellent verbal and written communication skills, with the ability to interact with individuals at all levels within the agency and externally.
• Proficiency in drafting clear, concise emails, reports, memos, and other professional documents.
• Strong interpersonal skills, capable of maintaining positive relationships with staff, leadership, and external stakeholders.
• Strong sense of professionalism, with the ability to manage confidential and sensitive information with discretion and in accordance with state guidelines.
• Ability to handle confidential matters effectively and with a high level of integrity.
• Proactive and resourceful, with the ability to anticipate needs, identify problems, and provide solutions.
• Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and knowledge of other office management software.
• High level of attention to detail, ensuring accuracy in all written communication, scheduling, and record-keeping tasks.
• Ability to think critically and make decisions quickly in support of leadership, using sound judgment.
• Friendly, approachable, and professional demeanor when interacting with visitors, staff, and external stakeholders.
• Ability to manage stressful situations and provide effective solutions while maintaining a positive attitude.

Minimum Qualifications

• Four (4) years of experience of progressive responsibilities in administrative roles, or completion of studies that reflect writing skills and analytical duties.