Job Description: The successful candidate will assist in managing and coordinating the administrative and secretarial work in support of a Senior Executive to include: Manage calendars and arrange meetings and conferences, to include schedule coordination with internal and external parties, technology setup, meeting material preparation, room setup, and other logistics. Assist with time management to ensure Director and Deputy Director meetings end in a timely manner and that they have necessary travel time when applicable. Ensure materials are received one business day in advance of all meetings and organized in the appropriate binder or folder. Organize meeting materials for long-term reference in folders and binders by topic or as desired by the Director or Deputy Director. Receive telephone calls and visitors, ascertain nature of calls and visits, and provide direct assistance or refer to appropriate person. Screen incoming mail, sort and distribute to appropriate individual or office for action. Inform the Director or Deputy Director direct reports and subordinate organizations on needed actions, reports, or projects. Manage timely submission of required information for both short-term and long-term requests on behalf of the Director and Deputy Director. Conduct data entry or management, clerical, and administrative support, performing standard office procedures. Interact with the Office of Human Resources (OHR), and Agency personnel on administrative matters. Receive important and sensitive documents from partners across OHR and Agency; maintain a log of their current status; review them for completeness; route them for signature; and ensure deadlines are met. Review outgoing correspondence submitted for Executive signature to ensure completeness. Learn and work within Agency systems and policies; prepare and maintain systems, programming and operations documentation, procedures and methods, including user reference manuals and Standard Operating Procedures (SOP). Assist in property, purchasing, and space management as it relates to the Front Office. Provide HR supply management. Prepare new and edit existing communications, reports, presentations, and spreadsheets on behalf of the Director and Deputy Director.
