The Administrative Assistant for the State Affairs and Policy department performs a variety of secretarial and administrative functions to support the internal management and administrative activities of the Department. The executive assistant coordinates the timely completion of various activities of the State Affairs and Policy staff, including letters, agendas, notices, and reports. The executive assistant is expected to work with the Department and Division Heads to assist in carrying out the priorities of the position; and be tactful, discreet, and circumspect in dealing with staff, members and the public.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Provides secretarial and administrative support to the members of the department as directed.
Provides administrative support to Committees as assigned (arranges meetings, prepares meeting materials, and facilitates communications).
Maintain and coordinate all matters related to Retained Counsel and consultant contracts by working with the Legal department to secure final contracts, ensuring their execution, and working with accounting to ensure payment.
Supports and coordinates inter-departmental cooperation.
Performs writing and research projects as assigned.
Handles typing of correspondence, reports, forms, etc. for the Department and Division Heads. Maintains an efficient system for tracking progress and eventual completion of various tasks assigned the Department and Division Heads
Coordinates travel, in-house meetings, and other scheduling, including attendance at external meetings and conferences.
Reviews invoices, purchase orders, check requests and expense reports in preparation for the Department/Division Head’s approval.
Oversees filing system, including the maintenance of committee lists.
Assists other support staff and professionals in department during periods of heavy workloads.
Proofreads material for reproduction.
Gives information to callers, refers callers to appropriate staff members.
Performs other duties as assigned.
This position has no supervisory responsibility.
This job operates in a professional office environment. This role routinely uses standard office equipment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work
This is a full-time position with standard days and hours of, however may require long hours and weekend work.
No travel is required with this position.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Ability to maintain confidential information.
Ability to manage several tasks simultaneously and to prioritize tasks.
Ability to work independently and as a team member.
Good written and oral communication skills.
Proficient knowledge of computer software program capabilities in a Windows environment.
Required Education and Experience
A minimum of 2 years of college, or equivalent combination of education and experience.
Preferred Education and Experience
Internal Number: 6
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