Executive Assistant

1. Communicates with staff on the General Manager’s behalf and coordinates logistics with
high-level meetings both internally and externally; Provides support and assists in the
tracking of work projects and the delegation of work assignments to help ensure smooth and
effective operations.
2. Assists with the development of verbal and written reports and presentations; and prepares
summaries of reports, memoranda, and documents for executive staff review.
3. Conveys information between executive manager and directors, member agency
representatives, officials, and staff.
4. Initiates follow-up procedures to ensure that projects and other tasks are completed and/or
deadlines met including coordinating activities with others, and developing systems for
tracking information, projects, and pending issues.
5. Manages complex calendaring of busy, fluctuating schedules that often conflict, includes
adding, canceling and editing meeting requests, as well as ensuring timing and logistical
details are in place; reminds manager of pending meetings and provides pertinent
information. Arranges, plans and manages travel as needed including booking flights, hotels,
etc.; and prepares expense reports.
6. Types, edits, and composes a variety of letters, memoranda, reports, charts, tables, legal
forms, etc.; prepares agendas; transcribes minutes; composes documents from handwritten
or verbal instructions; reviews documents for completeness and accuracy including proper
format, grammar, spelling, punctuation, and adherence to policy and procedure; extracts and
compiles data and other information for reports; and copies and distributes information.
7. Assists policy owners with the process of updating operating policies.
8. Receives and screens phone calls, visitors, incoming correspondence, documents, and e-mails
on behalf of the General Manager; prioritizes and routes as appropriate; obtains and/or gives
information; answers routine inquires; and explains or clarifies policies and procedures.
9. Develops, maintains, and manages accurate and organized manual or computerized filing
systems; searches, locates, retrieves, and/or tracks files in order to provide requested
information; and creates new files and filing systems when needed.
10. Coordinates the Office of the General Manager’s blanket releases for payments to
consultants.
11. May take and transcribe dictation, and summary and verbatim notes, to arrange and present
the information in a clear and concise manner.
12. May be responsible for ordering of supplies and processing purchase requisitions.
13. Performs other related job duties as required