The Executive Assistant to the Director is responsible for office management of a professional services operation. This position is governed by state and federal laws and institution policy.
Provides general supervision of the work of administrative support staff by prioritizing work assignments, establishing deadlines, and reviewing the work performed to ensure technical accuracy and compliance with established policies.
Maintains daily schedule for director, reviews incoming correspondence, and prepares responses when necessary.
Develops and implements office procedures necessary to meet department objectives.
Schedules and organizes meetings, prepares agenda, and may take minutes for meetings.
Organizes, arranges, and attends when necessary, conferences and seminars related to department objectives.
Coordinates office activities with directors and other professional staff, monitors office activities and work flow, and makes periodic reports to supervisors.
Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials.
Compiles and maintains administrative information and records, such as budget, purchasing, and accounting. Orders office supplies and invoices contracts.
Maintains office supply inventory, orders office supplies, and invoices contracts.
Performs other duties as assigned.
KNOWLEDGE, ABILITIES, AND SKILLS:
Knowledge of supervisory practices and procedures. Knowledge of the operation of a professional services office. Knowledge of administrative and office management. Ability to supervise a medium-sized administrative support staff. Ability to develop and implement office policies and procedures. Ability to prepare financial and statistical reports. Skill in Microsoft Office.
MINIMUM EDUCATION AND/OR EXPERIENCE:
The formal education equivalent of an associate