EXECUTIVE ASSISTANT

The Executive Assistant 2 reports to the Director of Facilities Management and Planning and is directly supervised by the Department Executive managing the Criminal Justice Complex (CJC).

DESCRIPTION OF MAJOR JOB DUTIES

The Executive Assistant 2 reports to the Director of Facilities Management and Planning and is directly supervised by the Department Executive managing the Criminal Justice Complex (CJC). The Executive Assistant 2 performs complex, specialized, and highly analytical work. Responsibilities include but are not limited to the following : providing high-level administrative support to the Department Executives located at the Criminal Justice Complex, conducting research, preparing reports, handling requests for information, handling stakeholder requests for service, communicating with stakeholders regarding work orders, taking notes at stakeholder meetings and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, paying invoices, preparing contracts, and scheduling meetings. Both written and oral communication with stakeholders and vendors, coordinating and conducting walk throughs of the CJC and other duties as assigned.

Required Tasks

• Perform written and oral communication with stakeholders and vendors.
• Use various computer applications, such as word, excel and other Microsoft Office applications.
• Set up and manage filing systems, recording information, updating paperwork, or maintaining documents.
• Verify invoices for processing.
• Administer the skill trades call in line.
• Maintain and update information contained in spreadsheets, logs, and databases.
• Complete forms in accordance with County procedures.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments and meetings for CJC executive staff.
• Compose type and distribute meeting notes, routine correspondence, or reports, such as presentations or expense or monthly reports.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed and recommend revisions.
• Assist in training and support regarding the Brightly work order system.
• Perform other duties as assigned.

Education / Experience requirements :

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