Executive Administrative Assistant I

About the position

Under general supervision, the Executive Administrative Assistant I provides executive level secretarial and administrative assistance to the Vice President and manages the day-to-day clerical operations of the Office of Administration and Finance. Due to confidentiality, privilege and other ethical duties required of personnel within the Division of Administrative Affairs, the position requires compliance with all ethical responsibilities in the handling of confidential matters. In addition, this position provides additional support to other departments within the Division on an as-needed basis.

Responsibilities

• Prepares and revises manuscripts, correspondence, charts, forms, and other material from copy or notes created by others using typewriter and/or automated office equipment. Proofreads materials.
• Composes replies to general inquiries requiring comprehensive program knowledge. Signs important correspondence frequently without instruction or review.
• Reads and edits outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness. Corrects and calls deviations or inadequacies to writer's attention as deemed appropriate.
• Exercises independent judgement and initiative in establishing and revising complex and sensitive filing systems. Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• Researches, analyzes and summarizes information and source materials for reports independently and communicates findings orally and in writing.
• Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background materials.
• Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.
• Schedules appointments and engagements without prior clearance. Makes arrangements and coordinates all details for meetings. Assures that executive is fully briefed before meetings on matters to be considered. May attend meetings and prepare notes.
• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
• Oversees office operations, ensures equipment, materials, and space are used efficiently and effectively. Assists in preparing and administering departmental budget.
• Acts as intermediary for executive, interacting with officials, staff at all levels, and the public. Provides information requiring comprehensive knowledge of institution policies, procedures, and special issues.
• Anticipates executive's course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the executive.
• Ensures confidentiality of information. Provides guidance and instruction of office support staff.
• Supports office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, voice messaging and electronic mail systems, and telephone equipment.
• Performs other related duties as assigned.

Requirements

• High School Diploma or GED
• Four years of secretarial experience.
• Must have excellent communication to include the ability to communicate legal and business issues to non-lawyers.
• Must be dependable and confidential.
• Must demonstrate a high degree of attention to detail, adaptability, and the ability to learn processes, procedures, and technology quickly.

Nice-to-haves

• Associates degree or higher

Benefits

• Salary Range: $53,000 - $63,000