What are the responsibilities and job description for the Executive Office Assistant position at Mount Rogers Community Services Board?
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JOB SUMMARY:
The Executive Office Assistant performs a variety of specialized and confidential administrative support duties for the Chief Executive Office and The Prevention and Wellness Office. Work activities include, but are not limited to, the development and administration of office workflow systems, general recordkeeping, and coordination of programs and projects that involve other work teams and departments.
ESSENTIAL FUNCTIONS:
- Provide backup coverage to the receptionist of the administrative office by answering overflow calls, covering lunch breaks, covering days off and extended leaves of the receptionist.
- Schedule accommodation and reservations as directed by the Director of Executive Office Operations, Director of Prevention and Wellness, or Chief Executive Officer.
- Crosstrain and provide backup to the agency contract database.
- Coordinate policy/procedure review schedule. Track when reviews are needed and schedule.
- Assist in coordinating/planning events as directed by the Director of Executive Office Operations, Director of Prevention and Wellness, or Chief Executive Officer.
- Daily administrative tasks to include but are not limited to scheduling meetings, taking meeting minutes, attending meetings as directed, supply ordering, invoice submissions, and staff support.
- Email and communication oversight for the Director of Prevention and Wellness to include but not limited to monitoring emails, flagging urgent requests for follow-up, calendar management, and deadline tracking.
- Reviews and approves department transactions to ensure purchases align with approved budgets and correct reporting units.
OTHER DUTIES:
- Perform such other duties or special projects as assigned.
QUALIFICATIONS:
- Very strong professional secretarial skill.
- Good verbal and written communication skill.
- Excellent customer relations skills.
- Knowledge of public relations concepts.
- Knowledge of and skill in business writing and grammatical usage.
- Work skills involving independent judgment and planning, time management, and organizational ability.
- Ability to maintain confidentiality.
- Knowledge of current versions of Microsoft software required.
Minimum Requirements
EXPERIENCE/EDUCATION REQUIRED:
- Minimum of three (3) years of full-time employment in a responsible administrative position required.
- Valid Driver’s License and in good standing.
