Grants Project Specialist -- 3500 - Clerk Secretary, M&B Executive Staff- Onsite

Department of Children, Youth and Families

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Tile: Clerk Secretary

Hours: M-F 8:30am-4:00pm

Onsite

Union position

Clerk Secretary, M&B Executive Staff

Position Summary The Administrative Assistant provides high-level administrative and organizational support to M&B executive leadership, ensuring efficient day-to-day operations of the executive office. This role requires discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Manage executive calendars, scheduling meetings, and resolving conflicts across competing priorities

Coordinate travel arrangements, including itineraries and expense reporting

Prepare, proofread, and format correspondence, memos, presentations, and reports

Serve as a primary point of contact for internal and external stakeholders on behalf of executive staff

Organize and maintain files, records, and documentation, ensuring confidentiality of sensitive materials

Coordinate logistics for meetings and events, including agendas, materials, and minutes

Track action items and follow up on deadlines on behalf of executives

Process invoices, purchase requests, and other administrative transactions as needed

Perform other administrative duties as assigned