Executive Administrative Assistant #00094
About The Position
The Executive Administrative Assistant will serve as an administration coordinator responsible for project management on behalf of the Chief Administrative Officer. Specifically, the incumbent of this position will be responsible for performing tasks such as but not limited to providing direct administrative support to the Chief Administrative Officer (CAO); managing a variety of records, electronic communications and preparing correspondence, forms and reports; and producing complex financial documents related to budget and program management and keying data into State financial systems. The Executive Administrative Assistant will also be responsible for providing excellent customer service to internal and extern customers; establishing and maintaining a filing system to manage electronic and paper records; maintaining confidentiality of reports, documents and agency resources requiring discretion; and managing ancillary functions of the CAO such as coordinating meetings, making purchases and coordinating travel arrangements on behalf of the CAO.
Requirements
- Considerable knowledge and experience performing a variety of administrative functions to support executives and managers in an office environment
- Coordinating executive calendars/schedules
- Managing records/files
- Performing research to support business operations
- Considerable experience coordinating arrangements for executive transportation, meals, lodging and similar travel logistics
- Ability to communicate orally to deliver professional and attentive customer service to internal and external stakeholders
- Ability to communicate in writing with demonstrated ability to prepare professional written correspondence, meeting agendas, and record and create meeting notes
- Knowledge of complex financial analysis, reporting and budget monitoring
- Experience gathering, interpreting, and organizing data to create critical reports and presentations
- Experience maintaining confidentiality and security of sensitive documents and personally identifiable information (PII)
- Project coordination skills including planning/troubleshooting, organizing and prioritizing competing tasks and projects, communicating and reporting of information, managing deadlines, and follow-through to ensure task completion
- Ability to interpret government policies, regulations, and guidance from multiple sources and work effectively and cooperatively to align program strategy with new information
- Ability to critically think, independently solve problems, and work with limited supervision in a dynamic fast-paced environment
- Documented experience in the use of Microsoft Office products including MS Word, MS Excel, and/or MS Access
Nice To Haves
- Demonstrated experience working with financial based programs including Cardinal, eVA and other related financial systems
- Knowledge and understanding of revenue and expenditure processing
- Proven ability to build rapport, consensus and collaboration among diverse professionals and various stakeholders
- Experience demonstrating the ability to operate a calculator and perform data entry into financial systems
Responsibilities
- Providing direct administrative support to the Chief Administrative Officer (CAO)
- Managing a variety of records and electronic communications
- Preparing correspondence, forms, and reports
- Producing complex financial documents related to budget and program management
- Keying data into State financial systems
- Providing excellent customer service to internal and external customers
- Establishing and maintaining a filing system for electronic and paper records
- Maintaining confidentiality of reports, documents, and agency resources
- Coordinating meetings for the CAO
- Making purchases on behalf of the CAO
- Coordinating travel arrangements for the CAO
Benefits
- Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
