Executive Assistant 2

$48,000 - $76,000/Yr

Wayne County Government - Detroit, MI

Part-time - Entry Level

Detroit, MI

Justice, Public Order, and Safety Activities

About the position

The Executive Assistant 2 provides a high-level administrative support to the Department Director of Health, Human & Veteran Services. This role is crucial in managing office functions and supporting the DHHVS Director and Division staff. The Executive Assistant is responsible for creating spreadsheets, handling information requests, researching issues, tracking documents, and ensuring that projects stay on track. Additionally, this position helps manage and track HHVS-related contracts and monitors assignments and critical dates to ensure that deadlines are met. The Executive Assistant 2 performs various clerical functions, including preparing letters, memos, and emails, receiving visitors, arranging conference calls, and scheduling Zoom and other meetings as requested or required. In this role, the Executive Assistant will manage and maintain executives' schedules, make travel arrangements, and prepare invoices, reports, memos, letters, financial statements, and other documents using Microsoft Office 365, spreadsheet, database, Adobe, and/or presentation software. The position also involves coordinating and directing office services, managing electronic and paper files, departmental correspondence, and troubleshooting event planning for meetings. The Executive Assistant will answer phone calls, prepare responses to routine inquiries, and manage incoming correspondence, including faxes and emails. Furthermore, the role includes conducting research, compiling data, and preparing materials for consideration and presentation by executives and directors of DHHVS.

Responsibilities

• Manage and maintain executives' schedules.
• Make travel arrangements for executives.
• Prepare invoices, reports, memos, letters, financial statements, and other documents using Microsoft Office 365, spreadsheet, database, Adobe and/or presentation software.
• Coordinate and direct office services, such as managing electronic and paper files, departmental correspondence including financial spreadsheets, budget files, personnel files, and troubleshoot & handle event planning for meetings.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee and other meetings.
• Conduct research, compile data, and prepare papers and material for consideration and presentation by executives and directors of DHHVS.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• File and retrieve County and DHHVS documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare letters, memorandum, proofread and edit documents.
• Provide DAF, PC3 or P2P contracts coordinator support. Maintain appropriate logs for contracts, route contracts through various departments.
• Attend meetings to record and distribute minutes to participants.

Requirements

• An Associate Degree or Liberal Arts Degree from an accredited college, focusing on Management, Business or a related discipline, or an equivalent number of years of administrative/clerical experience.
• Three (3) years of clerical/administrative experience in an office setting, preferably supporting senior or executive management.
• Demonstrated proficiency with Microsoft Office 365 Applications (Excel, Word, and PowerPoint).
• Experience with answering and forwarding calls on various phone systems.
• Public sector or healthcare industry experience preferred.

Benefits

• Paid time off (increases with years of employment, 2-4 weeks).
• Paid sick leave (limited days per year).
• Compensatory time and personal time allotted.
• Health insurance for employees and children (high deductible).
• Health Savings Account (HSA) card with optional monthly challenges for additional funds.
• Dental insurance.
• Vision program with a $250 annual reimbursement.
• Paid holidays (approximately 16-17 per year).