Executive Assistant
Job Summary:
The Executive Assistant provides administrative and programmatic support to an executive, including calendar management, correspondence management, and presentation or report preparation. Disseminates executives views on policies or issues to internal stakeholders. Exercises judgment and discretion in performance of work in consultation with the Executive.
Job Description:
- Schedules logistics and secures resources for meetings, conferences, and travel.
- Serves as a first point of contact for individuals and groups, serving as the executives designee when appropriate.
- Develops and prepares various communication and presentation materials for the executive.
- Sends, receives, copies, and distributes communications to the appropriate entities, using judgment and discretion.
Job Responsibilities:
Examples of Work Performed:
- Coordinates the daily operations of the department.
- Completes departmental SAP and Workday requirements such as facility and telecommunications work orders and monthly budget reconciliation.
- Corresponds with vendors to make purchases and reconcile invoices.
- Prepares, tracks, and monitors accounts payable and receivable documents for the department.
- Participates in the production, duplication, and distribution of various materials.
- Assists in the preparation of agendas and routine office functions such as correspondence, calendar maintenance, meeting minutes production, procurement, travel, and property inventory.
- Maintains timelines for job completion and monitors completion of tasks.
- Collects payments and makes deposits, and prepares cash reports for the department.
- Updates departmental website and digital signage, as needed.
- Organizes and maintains financial and personnel files.
- Posts events through the University event management program.
- Assists with coordinating special projects for the office and other projects as assigned.
- Performs similar or related duties as assigned or required.
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