: Euclid Technology
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Executive Administrative Assistant
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Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. Responsible for confidential administrative and secretarial duties. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. Familiar with a variety of the Agency's concepts, practices, and procedures. Relies on experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected. Reports to the Vice President of the Housing Choice Voucher Program.
PRINCIPAL DUTIES AND RESPONSIBILITIES
•Greet visitors and screen persons who come to visit the department.
•Receive and relay telephone messages, faxes, and emails.
•Assist the executive in the management of his/her schedule.
•Compose routine and advanced correspondence including letters, memoranda, reports, and presentations.
•May prepare records, such as resolutions for meetings with the Board of Commissioners, Directors or other staff members.
•Review, proofread, and edit documents that were prepared for the executive’s signature.
•Plan, prepare and organize activities such as meetings, conferences, conference calls, travel and team events.
•Takes and transcribe meeting minutes, prepares agenda, arrange meeting room, audio-visual equipment and other needed materials.
•Ensure meeting rooms are presentable and manage calendar to ensure scheduling is appropriate (i.e. departmental, executive conference room, board room).
•Make travel arrangements (registration, transportation, hotel reservation) for executive, complete and process reimbursement receipts for the department.
•Open, stamp, sort and route daily mail, faxes and files incoming and outgoing correspondences as assigned.
•Answers phones on all rollover lines.
•Develop and manage departmental filing system (including purging of files).
•Coordinate and submit the department’s time keeping records for processing by the Finance Department.
•Manage the day to day activities of the department to ensure efficient work flow functions with other departments in the agency.
•Responsible for the department’s procurement of supplies and services, including the following related tasks:
o Submit departmental supply orders for approval and maintains records of all purchases.
o Maintain an adequate inventory of office supplies for the department.
o Contact service representatives for department equipment.
•Associate's degree required. Bachelor’s degree preferred.
•At least four (4) years of administrative office experience with an executive level or an equivalent combination of education and experience.
•Administrative or secretarial training in a licensed business school or other accredited institution preferred.
•60 wpm minimum typing speed preferred.
•Knowledge of Microsoft Office Computer skills – Word, Excel, PowerPoint. Use of standard office equipment such as typewriter, personal computer, copier, fax machine, projection equipment, audio/video and adding machine.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Interested applicants must complete a standard application form. Applications and resumes may be submitted via email to firstname.lastname@example.org or via fax 713-260-0811.
Only qualified applicants will be selected for an interview on the basis of evaluation of applications and/or resumes. All applicants are encouraged to submit complete and detailed information to ensure proper evaluation.
A Fair Housing and Equal Employment Opportunity Agency
For assistance: Individuals with disabilities may contact the 504/ADA Administrator
at 713-260-0353, TTY 713-260-0547 or 504ADA@housingforhouston.com
- Job ID
- Job Title
- Executive Administrative Assistant
- Application Deadline
- Salary Range
- no minimum salary specified - no maximum salary specified
- Job Major Category
- Job Posting
- Job Location
- Houston, TX
- Hall, Adrienne
- Phone Number
- Best Method of Contact