Executive Assistant II

POSITION SUMMARY:

Performs diverse executive level administrative support by organizing and coordinating the day-to-day operations of the department. By nature of the position, a high degree of professionalism is required dealing with high level contracts and exposure to sensitive information requiring the use of tact, diplomacy, discretion, judgment, and independent decision-making. Manages incoming and outgoing correspondence, drafts communication and responses to inquiries. Provides guidance and response to requests in the absence of the departmental Leader.

MAJOR RESPONSIBILITIES

• Manages phone contacts by answering all calls in a timely manner, responding to callers in a courteous and welcoming manner and appropriately handling the call to the caller's satisfaction.

• Sets up meetings and appointments, ensures meeting areas are prepared and meals are provided when appropriate. Ensures all meeting materials, if any, are delivered to all participants in a timely manner to ensure adequate time for meeting preparation.

• Manages all incoming and outgoing correspondence, date stamps incoming correspondence and distributes to the appropriate persons. Ensures overnight or special delivery mail is appropriately handled.

• Schedules appointments, arranges travel and prepares the necessary documentation to ensure travelers have all necessary information when traveling.

• Files correspondence, reports and other required materials. Maintains files in an orderly and neat manner to ensure information can be readily accessed when necessary.

• Prepares presentations and reports as requested to include PowerPoint, Excel and Word documents.

• Attends meetings, takes notes and drafts the meeting minutes for communication to the attendees.

• Tracks requests made to the regions and other parties by the Senior Vice President and coordinates and organizes the responses.

• Monitors inventory of supplies and orders supplies as necessary.

• Maintains supply and file rooms in a neat and orderly manner.

• Cooperates and coordinates with other administrative assistants to ensure office support is available when away from the office.