Handle executive calendars, schedule meetings and appointments for executives and leadership staff.

Arrange logistics, transportation, and parking. Handle travel request and expense reports for the office of the Assistant Secretary. Raise awareness of issues to the Assistant Secretary, the management team, supervisors and co-workers where appropriate.

Provide guidance and assistance to all  Directors and managers as requested. Manage the Assistant Secretary’s schedule, and coordinate to ensure that all meeting materials are provided, coordinate the development of the talking points as necessary.

Create meeting and presentation materials for meetings, events, presentations, and legislative committee meetings.

Remind executive staff of legislative submission deadlines.

Draft or review correspondence prepared for the Assistant Secretary’s signature for proper format, neatness, proper spelling, correct punctuation, accuracy and appropriate response to the initial letter prompting the response. Also reviewed are letters completed by management staff in the various UI units for the Assistant Secretary, Secretary’s and Governor’s signatures.

Review the Assistant Secretary’s daily mail and assign projects to managers that involve their expertise. Schedule meetings and appointments for the Assistant Secretary and Deputy Assistant Secretary. Handle travel request and expense reports for the office of the Assistant Secretary.

Executive Administrative Assistant Job Description

We are seeking a highly organized and detail-oriented Executive Administrative Assistant to support our senior management team. The ideal candidate will have excellent communication skills, strong time-management abilities, and a proactive approach to problem-solving.

Key Responsibilities:

• Manage executive calendars, including scheduling meetings and appointments
• Coordinate travel arrangements and prepare detailed itineraries
• Prepare and edit correspondence, communications, presentations, and other documents
• Handle confidential information with discretion
• Assist with project coordination and management tasks
• Provide administrative support for office operations

Qualifications:

• Proven experience as an executive administrative assistant or similar role
• Proficient in Microsoft Office suite and other office productivity tools
• Strong organizational and time-management skills
• Excellent verbal and written communication abilities
• Ability to prioritize tasks and work independently
• Discretion and confidentiality in handling sensitive information

If you are a dedicated professional with a passion for supporting senior executives and thrive in a fast-paced environment, we would love to hear from you. Apply now to join our team!