Executive Assistant to the general managerCMGN Solutions, Inc.

EXECUTIVE ASSISTANT TO THE GENERAL MANAGER
 
Supervision Received: Receives direction from the General Manager.
 
Supervision Given: Acts as a lead. Coordinates and reviews work assignments of employees performing the same general work as the lead on a day-to-day basis. Responsibilities may involve solving problems, providing instructions on work procedures, or providing instructions on behalf of their direct supervisor on various projects.
 
JOB DUTIES
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.
Assists with the development of verbal and written reports and presentations; and prepares summaries of reports, memoranda, and documents for executive staff review.
Collects data and completes research projects; and analyzes issues and concerns and recommends innovative solutions.
Conveys information between executive manager and directors, member agency representatives, officials, and staff.
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.
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.
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.
Assists policy owners with the process of updating operating policies.
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.
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.
Examines, verifies, and organizes a variety of records and reports including budget documents, invoices, and regulatory reports.
Coordinates the Office of the General Manager's blanket releases for payments to consultants.
May take and transcribe dictation, and summary and verbatim notes, to arrange and present the information in a clear and concise manner.
May be responsible for ordering of supplies and processing purchase requisitions.
Performs other related job duties as required.
MINIMUM QUALIFICATIONS
Education and Experience:
Any 4-year course or relevant.
 
Required Knowledge of:
Current office procedures, methods and equipment including multi-line phones, copiers, managing google drive files, and computers; filing systems, business correspondence, report writing procedures, policies and operations with respect to functions performed; English usage, spelling, grammar, and punctuation.
Required Skills and Abilities to:
Independently perform complex administrative tasks; organize and carry out projects with minimal instruction; make sound work decisions in accordance with rules, regulations, policies and procedures; maintain confidentiality and use independent judgment; maintain and update records and files, including a wide variety of office records and reports of some complexity; assess and set daily work priorities; business systems and proficient in the use of Microsoft Office software; operate office equipment including computers and relevant supporting applications; communicate clearly and concisely, both verbally and in writing.