Executive Administrative Assistant
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About The Position
The Executive Administrative Assistant plays a crucial role in providing high-level executive support and office management for an Executive Director or Department Head. This position involves managing sensitive and confidential issues, coordinating meetings, and maintaining the calendars of high-level decision-makers. The Executive Administrative Assistant is responsible for planning and coordinating various administrative support functions and services, ensuring that action items are processed and resolved efficiently. This role requires a deep understanding of the organization's policies and procedures, as well as the ability to communicate and apply these effectively in various situations. In addition to administrative management, the Executive Administrative Assistant anticipates the needs of the Executive/Department Head by preparing necessary materials for correspondence, appointments, and meetings. This includes composing a wide range of documents, from complex correspondence to technical documents, and ensuring that all communications are handled with the utmost confidentiality and professionalism. The role also involves maintaining calendars, scheduling meetings, prioritizing complex schedules, and preparing meeting agendas and action item lists. The Executive Administrative Assistant is tasked with updating and tracking various files, records, and reports, ensuring compliance with policies and procedures while maintaining the integrity of both electronic and paper filing systems. This position oversees day-to-day office activities, monitors document preparation, and assists with client services as needed. Additionally, the Executive Administrative Assistant may be responsible for managing office supplies, preparing vouchers for payment, and assisting in budget development by compiling expenditures and costs. This role also includes providing performance feedback to other clerical employees, training staff to meet established goals, and participating in staff evaluations. The Executive Administrative Assistant is expected to continuously seek improvements in operations, streamline work processes, and work collaboratively to provide seamless services.
