The Executive Assistant provides highly responsible, confidential and complex administrative assistance and secretarial services to the Executive Vice President of Finance and Administrative Services in carrying out the responsibilities of that position. Point of first contact for the office.
Responsible for the organization and management of the office work flow.
Provides information when appropriate and composes independent replies to correspondence. Prepares and sorts incoming mail for the Executive Vice President and designates by importance items requiring the Executive Vice President’s immediate attention or signature.
Compiles and assembles legal documentation for tax levies, Budget Resolutions and Certifications to comply with legal and ICCB requirements, and Life Safety and other capital projects.
Manages operational functions for Shared Governance System, including membership, charters, and policies. Monitors and facilitates the membership terms and the process for replacing members. Maintains content of the main HIP/portal pages and email aliases for committees. Monitors policy recommendations and maintains records for shared governance. Prepares policy recommendation change exhibits for Board review and approval.
Maintains confidentiality at all times.
Prepares and types correspondence, memos, and reports.
Prepares presentations including PowerPoint presentations used by the Executive Vice President.
Greets visitors, answers telephones and screens calls, arranges appointments, sets up meetings and maintains the Executive Vice President's calendar.
Gathers and compiles information for special reports and projects and assists in their completion.
Prepares Board Exhibits including, but not limited to, annual budget, life safety projects, and tax levies, for monthly Board meetings.
Monitors the office budgets during the fiscal year, and assembles budget information and assists in the preparation of the office budgets.
Develops and maintains the office filing and records system.
Maintains the office inventory and orders supplies.
Performs related duties as assigned.