Executive Assistant

Job Summary Provides the principal office/administrative support to directors. Handles confidential information and uses discretion in dealing with internal and external contacts. Duties include a wide variety of activities that reduce

the attention the supervisor must give to administrative and office operation details.

Job Responsibilities

• Serves as primary assistant to a director.
• Organizes supervisor's files (electronic and paper).
• Ensure materials are readily accessible and that file maintenance is current.
• Maintain confidentiality of information.
• Research and composes a variety of correspondence, memoranda and reports using office support software

packages.

• Compiles materials from multiple sources into a unified presentation.
• Communicates and follows up with department managers regarding project and report data due to

supervisor.

• Ensures agenda and documents for discussion are distributed in advance to meeting attendees.
• Prepares and distributes minutes of meetings.
• Screens telephone calls, visitors and appointments.
• Provides information or refers appropriately.
• Opens, reads and screens mail addressed to supervisor.
• Responds to routine correspondence as instructed.
• Responds to email as instructed.
• Schedules calendar commitments for supervisor.
• Arranges meetings, conferences and travel logistics for executives and officials.
• Monitors and maintains administrative office budget.

Skills: Required Skills & Experience:

• Two (2) years of progressive experience in a clerical, administrative or office management role