The Executive Assistant I provides administrative and functional support to the assigned Executive Leader, by conducting research, preparing statistical reports, handling information requests and performing clerical functions, such as preparing mail distribution, correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The position performs specifically defined administrative tasks and functions for the assigned executive. This position regularly works with all levels of management and multiple departments to complete assignments.

Responsibilities:

• Maintain and manage Executive Leader’s calendar of upcoming appointments, key events and activities; schedule business travel arrangements and coordinates events and meetings, including preparation and delivery of meeting material.
• Provide customer service in regard to ordering and processing of work requests and special needs.
• Prepare invoices, reports, memos, correspondence, financial statements, emails presentations and other documents, using word processing, spreadsheet, and database or presentation software.
• Conduct research, compile data, and prepare documents for consideration and presentation by Chief Administrative Officer for other executives, committees and boards of directors.
• Read incoming memos, submissions and reports to determine their significance and plans their distribution.
• Order supplies for common areas (printers, faxes) and other department supply needs.
• Attend meetings and records minutes.
• Answer phone calls, takes messages, and distributes messages.
• Greet visitors and determines whether they should be given access to specific individuals.
• Perform general office duties, such as maintaining records, managing databases, and performing intermediate bookkeeping.
• File and retrieve corporate documents, records and reports; open, sorts, and distributes incoming correspondence, including faxes and email; maintain logs of offsite files.
• Performs other duties as assigned.