Executive Assistant II
Maintains appointment calendar for executive manager; schedules/coordinates meetings and appointments; makes room arrangements; reminds manager of pending meetings and provides pertinent information; make business travel arrangements; and prepares expense reports.
Types, edits, and composes a variety of letters, memoranda, reports, charts, tables, legal forms, etc.; prepares agendas; transcribes minutes; composes documents from handwritten or verbal instructions; reviews documents for completeness and accuracy including proper format, grammar, spelling, punctuation, and adherence to policy and procedures; extracts and compiles data and other information for reports; and copies and distributes information.
Receives and screens phone calls, visitors, incoming correspondence, documents, and e-mails on behalf of executive manager; prioritizes and routes as appropriate; obtains and/or gives information; answers routine inquires; and explains or clarifies policies and procedures.
Develops, maintains, and manages accurate and organized manual or computerized filing systems; searches, locates, retrieves, and/or tracks files in order to provide requested information; and creates new files and filing systems when needed.
Examines, verifies, and organizes a variety of records and reports including budget documents, invoices, and regulatory reports.
Assists with the development of verbal and written reports and presentations; and prepares summaries of reports, memoranda, and documents for executive staff review.
Collects data and completes research project; and analyzes issues and concerns and recommends innovative solutions.
Conveys information between executive manager and directors, member agency representatives, officials, and staff.
Initiates follow-up procedures to ensure that projects and other tasks are completed and/or deadlines met including coordinating activities with others, and developing systems for tracking information, projects, and pending issues.
May take and transcribe dictation, and summary and verbatim notes, to arrange and present the information in a clear and concise manner.
May be responsible for ordering of supplies and processing purchase requisitions.
Performs other related job duties as required.
For the Legal Department, May:
Prepare legal documents and correspondence.
Serve as coordinator for a committee of the Board, including attending committee meetings, preparing official minutes and the Chair’s report to the Board, and maintaining the official records of the committee.
Prepare the General Counsel’s monthly Board report.
Serve as an Agent for Service of Process.
Associate’s degree and eight years of relevant experience or bachelor’s degree from an accredited college or university in a related field.
Independently perform complex administrative tasks.
Organize and carry out projects with minimal instruction.
Make sound work decisions in accordance with rules, regulations, policies, and procedures.
Maintain confidentiality and use independent judgment.
Maintain and update records and files, including wide variety of office records and reports of some complexity.
Assess and set daily work priorities.
Business systems and proficient in the use of Microsoft Office software.
Operate office equipment including computers and relevant supporting applications.
Communicate clearly and concisely, both verbally and in writing.
Establish and maintain collaborative working relationships with all levels within the organization, other agencies, regulatory agencies, special interest groups, and the public.
For Legal Department:
Knowledge of the court system, including rules and procedures, legal terms, legal forms, and documents and their processing, and proper format of legal citations.
Type, format, file, and serve legal pleadings.
Independently perform complex legal secretarial work.
Interact with high-level officials, staff, outside counsel, and opposing parties.
Use legal specific software.
Possession of a legal secretarial certificate.