Executive Assistant

Key Deliverables : The Executive Assistant is responsible for the daily activities and responsibilities given by the CEO, delivering the following:

• Serves as the primary point of contact for internal and external constituencies on all matters about the executive office.
• Acts as confidential executive assistant to the Clerk of the Board and Executive Leadership; provides a wide variety of clerical and administrative support; resolves concerns and complaints in a timely and accurate manner; follows up with staff as necessary for detailed information to be included in the response.
• Assists in the implementation and follow-up on Board decisions and requests as directed by the Clerk of the Board.
• Provides a bridge for effective and efficient communication between the executive office and internal departments; demonstrating leadership to maintain credibility, trust , and support with senior management staff .
• Gathers and analyses data on a variety of administrative and policy matters; develops recommendations and prepares and presents related reports.
• Provides administrative support to the executive leadership and members of the leadership team. Some areas may include scheduling meetings, maintaining , and updating executives’ daily calendars , managing incoming and outgoing phone calls, drafting correspondence, creating spreadsheets and presentations, preparing expense reports, mailing, or overnighting letters/packages, establishing and maintaining electronic and paper files, copying, and faxing .
• Acts as a " gatekeeper " by managing the executive leadership’s calendars. This involves using discretion in identifying critical items, setting up meetings , and making scheduling changes with minimal involvement by the executive leadership.
• Plans, coordinates, and ensures the executive leadership’s schedule is followed and respected. Provides "gatekeeper" and "gateway" roles , creating win-win situations for direct access to the executive leadership’s time and office.
• Serves as recording secretary to internal agency committees (Data Management/Records Committees), schedules meetings, prepares agenda , and takes minutes.
• Handles information of a highly confidential and critical nature regularly , including the orchestration of reports and data regarding Bargaining Units.
• Ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness , and compliance with District standards, policies , and procedures.
• Takes initial steps to facilitate the resolution of urgent/complex issues and notifies the supervisor.
• Arranges travel, hotel accommodations, and meeting planning as necessary for the executive leadership and as well as other members of the team as applicable.