Executive Assistant

This role could be an ideal match for you if:

• You thrive in a fast-paced environment.
• You deal with tasks with a strong sense of urgency and effective decision-making.
• You are highly organized and have a knack for creating efficiencies and streamlining processes.
• You have strong written and verbal communication skills and enjoy collaborating with other departments to ensure consistent service and documents.
• You are able to manage and maintain confidential records with precision.
• You value a workplace where teamwork, mutual trust, and respect are the foundation of success

Acts as liaison in coordinating matters between the executive manager's office and departments; tracks action items by department; prioritizes requests by departments; prepares and distributes agendas for meetings; follows up on various assignments to ensure that needed action is taken; performs important member agency and public relations duties over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; researches requests or complaints and refers matters to appropriate Agency staff and/or takes or recommends action to resolve issue; researches and provides documentation in response to Public Records Act requests for division.

Organizes, maintains and updates confidential, specialized and technical files, documents and records including division personnel records and performance evaluations, workers' compensation materials, requests for proposals and regulatory and project-related reports; performs division administrative support including developing tracking, analyzing and reporting metrics and documents; creates and maintains electronic and physical filing systems; obtains and validates accuracy of technical and specialized documentation related to financial reporting, hazardous and chemical materials and regulatory compliance.

Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track KPIs and division documentation; calculates budget usage and fund percentages; prepares budget variance analysis, goals and objectives reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.

Gathers background materials and documents needed to draft recommendations and reports for Board letters; researches prior Board actions and financial information related to project or recommendation and forwards to project manager or executive for review; tracks status of Board items and validates required deadlines are met.

Maintains and coordinates a variety of executive and/or division calendars; makes meeting arrangements including preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; may serve as recording secretary to the Board, a committee or a joint powers authority; prepares and distributes follow-up letters and documentation; assists with setup and cleanup for special events; contacts vendors for food orders, supplies, audio visual equipment; handles other meeting logistics.

In some assignments, may lead and provide work guidance and direction in the duties of lower-level staff; participates in scheduling, assigning and monitoring work of other employees for completeness, accuracy and conformance with Agency standards; provides information, instruction and training on work processes, proper uses of equipment and safe work practices; provides input to supervisor on employee work performance and behaviors.