Executive Assistant I

Summary

The Executive Assistant I is responsible for providing high level executive support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), and other executives to ensure efficiency and effectiveness within the Commissioners’ Office and across the entire County enterprise.

Essential Duties

• Provide executive support to the CEO, COO, and other executives, such as typing reports and memos, maintaining computer-based and paper files, scheduling appointments, answering office inquiries, routing invoices and purchase orders, creating reports, updating and maintaining databases and information.
• Answer and screen telephone calls for the CEO, COO, and other executives.
• Read and analyze incoming mail and reports to determine significance and distribution. Prioritize and make recommendations for action to the CEO, COO, and other executives.
• Compose and type correspondence on behalf of the CEO, COO, and other executives.
• Prepare outgoing mail and correspondence, including Email and faxes.
• Provide excellent customer service to internal and external customers. Assist in preparing communication vehicles, such as newsletters, web articles and photo releases.
• Assist in preparing meeting agendas for Board of Commissioner meetings, Salary Board meetings, Retirement Board meetings, Prison Board of Inspectors meetings, and Board of Election meetings
• Assist with typing meeting minutes for Board meetings as needed.
• Provide assistance for internal and external public relations events.
• Provide customer service to internal and external constituencies.
• Organize and maintain the file systems of the CEO, COO, and other executives.
• File correspondence and other records.
• Coordinate schedule, make appointments, and maintain calendar.
• Make all travel arrangements.
• Prepare reimbursement reports.
• Conduct research, and compile and type statistical reports.
• Provide backup to the Chief Clerk on some scheduling and document processing duties.
• Serve as liaison among departments.
• Perform other duties, tasks and special projects, as required (e.g., attend meetings, create reports, etc.).

Qualifications/Preferred Skills, Knowledge & Experience

• Associate’s degree from an accredited college or university, or equivalent combination of education and experience.
• Four years of executive assistant experience.
• Advanced typing skills (minimum of 60 wpm).
• Advanced skill to use a personal computer and various software packages.
• General understanding of human resource guidelines.
• Ability to maintain confidential information and handle confidential matters.
• Knowledge and skill with modern office equipment (fax, copier, calculator, etc.).
• Excellent verbal and written communication skills.
• Strong grammar and spelling skills.
• Self-starter with the ability to work independently and proceed with objectives without supervision and with little instruction.
• Ability to handle frequent interruptions while maintaining composure and professionalism.
• Must be able to handle multiple critical tasks simultaneously and carry tasks to completion.
• Must be a notary or become a notary within six months of start.
• Ability to interface effectively with all levels of county management.

• Associate’s degree from an accredited college or university in Business Administration or equivalent.
• At least four years of progressive administrative experience with a department head or CEO.
• Excellent time management and organizational skills.
• Ability to establish priorities.
• Customer service experience or skills.
• Ability to handle and resolve recurring problems.
• Able to use common sense understanding to carry out written or verbal instructions.
• Accurate and detail oriented.
• Excellent interpersonal skills.
• Advanced organizational skills.
• Willingness to learn new tasks.
• Flexibility.
• Strong time management skills.
• Familiar with or the ability to learn county policies and procedures involving human resources and payroll.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.

Computer Skills:
To perform this job successfully, an individual should have:

• Intermediate to Advanced Word skills
• Intermediate to Advanced Excel skills
• Intermediate to Advanced PowerPoint skills
• PeopleSoft skills or the ability to learn PeopleSoft
• Basic Microsoft Outlook skills (Email and Calendar)
• Intermediate Access skills
• Intermediate to advanced knowledge and skill in using the Internet for research purposes.

• The noise level in the work environment is usually quiet to moderate.
• Will work inside in a controlled environment 100% of the time.

• Ability to work extended hours as necessary.
• Confidentiality is crucial to this position.
• This position requires professionalism and the ability to exercise good judgment.