Executive Assistant

Overview:

Under general direction, performs a variety of complex, highly responsible, sensitive and confidential office, administrative, and secretarial support functions for the Clerk of the Board and Executive Leadership; and performs related duties as assigned. The Executive Assistant will have the ability to exercise good judgment and confidentiality in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Key Deliverables:

The Executive Assistant is responsible for the daily activities and responsibilities given by the CEO, delivering the following:

• Serves as the primary point of contact for internal and external constituencies on all matters about the executive office.
• Acts as confidential executive assistant to the Clerk of the Board and Executive Leadership; provides a wide variety of clerical and administrative support; resolves concerns and complaints in a timely and accurate manner; follows up with staff as necessary for detailed information to be included in the response.
• Assists in the implementation and follow-up on Board decisions and requests as directed by the Clerk of the Board.
• Provides a bridge for effective and efficient communication between the executive office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Gathers and analyses data on a variety of administrative and policy matters; develops recommendations and prepares and presents related reports.
• Provides administrative support to the executive leadership and members of the leadership team. Some areas may include scheduling meetings, maintaining, and updating executives daily calendars, managing incoming and outgoing phone calls, drafting correspondence, creating spreadsheets and presentations, preparing expense reports, mailing, or overnighting letters/packages, establishing and maintaining electronic and paper files, copying, and faxing.
• Acts as a "gatekeeper" by managing the executive leadership’s calendars. This involves using discretion in identifying critical items, setting up meetings, and making scheduling changes with minimal involvement by the executive leadership.
• Plans, coordinates, and ensures the executive leadership’s schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the executive leadership’s time and office.
• Serves as recording secretary to internal agency committees (Data Management/Records Committees), schedules meetings, prepares agenda, and takes minutes.
• Handles information of a highly confidential and critical nature regularly, including the orchestration of reports and data regarding Bargaining Units.
• Ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness, and compliance with District standards, policies, and procedures.
• Takes initial steps to facilitate the resolution of urgent/complex issues and notifies the supervisor.
• Arranges travel, hotel accommodations, and meeting planning as necessary for the executive leadership and as well as other members of the team as applicable.