Executive Assistant I

Job Title: Executive Assistant I Job Specialty: Administrative Support Job Duration: 13 months Shift: Monday-Friday, 9-5pm Guaranteed Hours: 40.00 per week Experience: 7-10 years of related administrative or business experience License: N/A Certifications: N/A Must-Have: - Proficiency in MS Office Suite (Intermediate)- Ability to handle confidential information- Excellent communication skills- Professional demeanor- Adaptability and stress tolerance- Strong decision-making and time management skills Job Description: - Responsible for supporting a Vice President or Chair in day-to-day operations of a large or complex department or office.- Partner with management to plan, schedule, coordinate, and report activities ensuring timely and budget-conscious completion of projects, goals, and objectives.- Research, gather, and synthesize information for reports; assemble and categorize data for computation and Prepare statistical analyses and monitor budgets and grant allocations, maintaining accruals.- Prepare documents required to maintain balanced accounts for review and approval.- Maintain departmental employee files and ensure compliance with regulatory standards.- Initiate and manage human resources and payroll transactions; generate weekly payroll submission.- Liaise with human resources and payroll to coordinate and resolve issues.- Mentor, train, and conduct orientation for new office support staff, monitor performance and supervise assigned staff; participate in the performance appraisal process.- Coordinate administrative, secretarial, and general office support coverage.- Assist in planning and logistical arrangements for forums, conferences, seminars, meetings, and visiting professorships.- Develop and coordinate informational packets for participants; transcribe and distribute minutes.- Create, update, and revise informational flyers, brochures, leaflets, and mailings.- Ensure all relevant data, authorizations, and pertinent information are included in materials submitted for supervisor's attention.- Manage inventory, reorder supplies, and requisition merchandise from suppliers; collaborate with Purchasing for equipment and supply procurement.- Track and renew vendors' contracts as needed.- Coordinate meetings and appointments, maintain supervisor's calendar, arrange travel accommodations, and prepare travel reimbursements and expense reports.- Screen and prioritize incoming mail and phone calls, responding where appropriate or delegating as needed.- Assist with grant applications, special projects, and survey Handle CEO-specific tasks including processing mail, answering phones, handling conference room requests, maintaining suite maintenance and building services, stocking pantry, and ordering supplies.- Assist with scheduling meetings and procurement actions as per the supervisor's discretion.

Created: 2024-10-28