Essential Functions | % of Time | - Provide Administrative Support: Provide administrative support to the GCEDC President & CEO as first priority, along with executive staff as is appropriate. Prepare and compose a wide variety of written documents and correspondence (e.g., contract agreements, ordinances, resolutions, Requests for Council Action, reports, budget and financial documents, meeting agendas, presentations for meetings, research files, letters, and memos). Assist staff with the routing of contract agreements for signature. Determine if documents are to be recorded or routed through electronic signature approval process. Review contract agreements to identify City and contracting entity responsibilities. Obtain Certificates of Insurance, verify and/or obtain business license and vendor information. Enter requisitions and follow up for the issuance of purchase orders (PO’s). Submit package to Contracts Manager with memo identifying exhibits to contracts agreements that are to be tracked with a separate contract number due to perpetual and/or distinct expiration dates and insurance requirements. Track certificate of insurance expiration dates notifying project managers 90 days prior to expiration, as renewal may be needed prior to completion of project. Assist with assembling documentation required for release of payment per contract agreement specifications. Process payments as approved by CEO, Business & Compliance Manager, and project managers as needed. Help prepare annual operating budget for review and approval by Business & Compliance Manager and the CEO. Monitor and anticipate expenditures. Help reconcile operating budget accounts as needed by preparing and processing transfers approved by CEO. Provide weekly priority/activity reports to the CEO, and a more comprehensive monthly report for the CEO and executive staff. Process departmental payments for travel expenses, training, events, membership fees, reimbursement for CEO, and GCEDC staff when appropriate. Maintain spreadsheet-illustrating expenditures for software, publications, and membership fees to assist with budget projections for next fiscal year. Process requests for petty cash reimbursement. Process invoices against PO’s as approved by staff. Track expenditures, advise staff of remaining balances and follow up for liquidation of open PO balances if applicable. Upon close out of PO’s, scan to file and copy staff. Run financial reports for Capital Improvement Projects (CIP) as requested by staff/project managers. Prepare quarterly new business report for inclusion into the Quarterly Corridor Report. Perform research assignments, including setting up internet searches and conducting independent searches for articles that mention the City of Greenville and/or the GCEDC for the purposes of collecting marketing collateral and data. Convert and archive articles to shared drive. Classify data (e.g., Economic Development related articles as well as Living in Greenville, Business Climate, Arts & Entertainment, Parks & Outdoor, Ranking or Award) and enter into spreadsheet. Work with Real Estate Development Manager to maintain current listing of brokers, updating data in the Quarterly Real Estate Breakfast contact/invitation list. Research documents as requested by staff and pull executed copies of ordinances and resolutions for hard copy files, electronic files, the Directors development agreement, and parking files. Process timesheets and submit finalized approved summary report.
| 60% | - Schedule and Coordinate Meetings and Events: Maintain the CEO’s calendar and schedule meetings with external and internal parties. Coordinate and arrange travel and event reservations for CEO, and GCEDC staff when appropriate. Ensure facility set up (internal and external), secure catering, process event fees, registration fees and travel reimbursements. Work in conjunction with Economic Development partner organizations to coordinate and schedule a wide variety of events, including economic development prospect, stakeholder, and delegation visits. Help coordinate and facilitate accommodations, verify number of attendees, review topics of interest requested, determine proper staff to address topics, verify staff availability, coordinate event space(s), prepare agendas and itinerary as needed. Prepare arrangements for the set-up for board and/or conference rooms as needed, including number of attendees and meeting locations. Maintain City Delegation spreadsheet illustrating demographic location and number of groups visiting the GCEDC and City of Greenville. Assist with planning and coordination of the Quarterly Real Estate Meeting by maintaining contact list and utilizing Eventbrite to extend invitations, track invitations and responses, track and reconcile e-mail bounces and verify number of registrants. Secure catering and follow up for vendor invoices and process payment. Maintain sponsorship spreadsheet and monitor expenditures. Provide periodic sponsorship reports to staff. Work with Business & Compliance Manager to provide periodic reports to staff illustrating overall project revenue, expenditures, and balance.
| 30% | - Special CEO Assignments: Perform other appropriate and time sensitive GCEDC support duties as assigned by the CEO, which may include direct support of other executives on the team who are working on a special project or initiative.
| 10% |
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