Executive Assistant II

Tellus Solutions

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JOB DETAILS

LOCATION

San Carlos, CA

POSTED

30+ days ago

Job Description:

The Executive Assistant II position reports to the Chief Communications Officer and is responsible for performing administrative, secretarial, and office-manager duties for the Chief Communications Officer and department leaders in support of the client. This position will work in-person from the District's headquarters.

Examples of Essential Functions:

Produce reports, spreadsheets and graphs utilizing word processing, spreadsheet and finance programs.
Assist in monitoring performance on projects, programs, and schedules.
Tracks timelines and deliverables.
Monitor budgets and coordinate budget cycle deliverables; assist cost center managers with data entry.
Coordinate calendar for Chief Communications Officer and establishes a schedule of meetings/appointments.
Provide administrative support to department leaders by drafting meeting agendas, taking notes, logging and tracking action items.
Proof-read and properly format presentations, reports, and correspondence.
Serve as liaison for Chief Officer with internal/external stakeholders as needed.

Examples of Duties:

Support Chief in preparation for essential tasks, including community and internal meetings and communications, correspondence, budgeting and expense reports.
Serve as office manager for the Communications Department; schedule and coordinate meetings, AV set-up, travel arrangements, order and organize office supplies.
Process invoices, online requisitions (OLRs), purchase orders, expense reports, p-card reconciliations, vouchers and reimbursements for all cost center managers in the Communications Division as needed.
Document administrative processes for Communications Division; maintain organized digital (SharePoint) and physical filing systems.
Provide administrative and budget onboarding training for new Division staff.