Executive Assistant I

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Job Summary

This is a stand-alone position providing executive-level administrative support to the managing director of Enterprise Protective Services (EPS) as well as (director-specific administrative tasks) increasing the overall effectiveness of the physical security executive team. Exercises confidentiality, tact and diplomacy. Deep experience using Microsoft Office products - Word, PowerPoint, Outlook, Planner, Teams, SharePoint and Excel to prepare correspondence, reports, presentations, agendas, etc. Must be comfortable preparing and editing executive presentations for Senior Management Committee (SMC) and external stakeholders to include : chiefs of police, state and county emergency management directors, government officials, federal law enforcement officials, etc. Must be able to proactively anticipate and manage work needs for executives and adapt to evolving priorities. Maintains files, records and calendars; typically arranges business travel, coordinates meeting arrangements, and tracks expenses. Completes work with a limited degree of supervision; serves in a non-exempt capacity. Activities are diverse and involve close coordination with other executives and their support staff. Requires a high degree of professionalism, verbal and written communication skills, interpersonal skills, organizational skills, and ability to maintain a high level of confidentiality.

Key Responsibilities

Calendar management : proactively manages the time of the managing director and supports his / her work effectiveness

• Leads the effort in scheduling and travel for annual state emergency management director meetings for executive and director of preparedness services
• Scheduling for presentations at law enforcement conferences, meetings with intelligence and federal law enforcement executives, and other external stakeholders
• Scheduling a vast array internal meetings and events

Creates, edits, and manages complex PowerPoint decks (for managing director and directors) for presentations to senior business unit leadership; many of which are presented to senior leaders including the CEO and the Senior Management Committee (SMC), chiefs of police, and fusion centers, and other internal and external partners

Management of the off-duty law enforcement (ODLE) payment program requires processing invoices of approximately 350 individual officers

Coordination of financial needs of the department, including the creation of purchase requests, purchase orders, general payments to vendors and restitution payment checks from criminal activity

Maintains email distribution lists and team online access needs

Coordination with internal and external staff to accomplish moderately complex activities

Receives general direction; identifies needs and initiates administrative projects

Coordination of departmental events to include EPS management meetings, All Hands meetings, team building exercises, benchmarking sessions, (room reservations, catering, audio / visual needs, etc.)

Facilitate campus visits (access needs, escorting needs, directions, room reservations) for all types of visitors at our home location as well as the Duke Energy Plaza

Editor / producer of correspondence widely distributed to the team from the managing director

Books travel and prepares / reconciles expense reports

Assistance with the annual Crisis Management Team (CMT) preparedness services-related administrative tasks (ordering supplies, creating badges, reviewing, editing, and printing (third party vendor) the Crisis Management Team (CMT) manual

Screens, checks, and sends EPS USPS and UPS mail

Serves as departmental timekeeper

Creation, writing, compilation of content, tracking, and all things distribution of monthly EPS newsletter

Catering coordinates all logistics of on campus catering needs for the department

Supplies and maintains departmental kitchen and office supply needs, restocks kitchen area

Places facilities work orders and manages the progress thereof

Maintains EPS workroom : stocks paper, interoffice envelopes, places order to empty the shred bin, etc.

Basic / Required Qualifications

Desired Qualifications

Working Conditions