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Executive Assistant

San Diego, CA

Order: 47388

Creating value by bringing together the right people to achieve results is our motto. Our clients and employees say they choose to work with us because of how we work with them - with service that exceeds their expectations and a personal commitment to their success.

 

Government organization that champions Maritime, Waterfront Development, Public Safety, Experiences and Environment, all focused on enriching the relationship people and businesses have with the dynamic waterfront is looking for an Executive Assistant for a contract position that will last through June.

 

Job Functions

1. Provide secretarial support to the director: type/draft correspondence, reports, agendas, minutes, and other documents using word processing software; proofreads and checks materials for accuracy and completeness according to company standards

2. Maintain department heads calendars, coordinate and confirm meeting arrangements; print and prioritize directors emails for action; maintain department vacation calendar

3. Receives and screens visitors and telephone calls, provides information and handles issues that may require sound independent judgment; conducts research and responds to information requests from officials, customers and the public, or escalates to appropriate staff

4. Assist director in coordinating department programs and projects with division management and admin; perform basic research and analysis on department projects; track and update project status and completion

5. Analyze workflow of job objectives; develop and implement new admin procedures to improve overall department internal communication and workflow process

6. Oversee department agenda process to ensure district deadlines are met; maintain status in tracking logs and insure files are complete and filed, maintain files of agenda items

7. Prepares technical worksheets, tables and computations; maintains databases of information accuracy and makes updates

8. Research and assemble reports from a variety of sources

9. Performs or oversees daily payroll data entry for department personnel in payroll system; process timecards and leave requests; assist in processing employee change forms

10. Coordinate travel and other arrangements, compile expense reports

11. Make arrangements and coordinate schedules for department and committee meetings and notify participants; prepare and distribute meting materials; coordinate catering; take and distribute meeting minutes

12. Other job duties as assigned

 

Preferred Knowledge and Abilities

1. Knowledge of basic functions of public agencies, including the role and responsibilities of a public governing board, and rules and regulations for the conduct of public meetings

2. Knowledge of regulations and policies governing the administration of a public agency in the State of California applicable to assigned areas of work

3. Operate computer and word processing software

4. Take and transcribe dictation and type accurately at a high wpm speed

5. Manage multiple and rapidly changing priorities

6. Organize, set priorities, and perform sound independent judgment within area of responsibility; be able to explain decisions in accordance with laws, rules and policies

7. Maintain office files and compose correspondence; communicate clearly and effectively orally and in writing; prepare concise and accurate reports

8. Establish and maintain effective working relationships with executives, elected and appointed officials, staff, community, and business leaders; use a high degree of tact, discretion and diplomacy in dealing with sensitive situations

 

Qualifications

- Graduation from high school or G.E.D equivalent

- 4 years of increasingly responsible office admin or secretarial duties

 

NOTE: Candidates that are offered a position are required to pass pre-employment drug and background screening. Qualified candidates with criminal histories, are considered in a manner that is consistent with local, state and federal laws.

 

 

If this position fits your background and you are interested in this opportunity, please send your resume to Molly Malino at mmalino@suna.com