Executive Assistant - R20471

Start Here. Grow Here. Stay Here.

This is a critical, high-level position supporting the Board of County Commissioners and which handles sensitive and confidential information. The position provides direct executive-level administrative support to one or two commissioners; is responsible for a variety of critical tasks to ensure Board compliance with state and local regulations; as well as advanced customer service and problem-solving through daily interactions with constituents via phone and in person.

This is a demanding position that does not allow for much time away from the Commission Services area and reports to the Commission Services Manager.

On a daily basis, provide direct, executive-level administrative report to one or two commissioners. Includes complex calendaring/appointment scheduling for internal and external briefings, ceremonial events, speaking engagements, conferences and boards/committees. Draft and prepare official correspondence, talking points, and other materials. Coordinate travel, including registration, airline/lodging, and timely submittal of expense reporting.

On a daily basis, handle and respond effectively to citizen concerns, via phone, email, and in-person, frequently involving sensitive and/or controversial issues. Exercise tact, diplomacy and problem-solving skills to develop an appropriate course of action. Coordinate and communicate effectively with Commissioners, Administration, Office of the County Attorney, department directors/staff, and outside agencies to resolve citizen concerns in a timely manner.

Assist with Board Meeting logistics, including preparation of Chambers or Think Tank for Board meetings (coffee service/refreshments, office supplies, agendas, speaker cards, instruments of recognition). Assist with setup/teardown for Annual Board Retreat and other offsite meetings; coordinate refreshments/working lunches for Board Retreat, joint meetings, shade sessions, etc.

Prepare proclamations and other instruments of ceremonial recognition. Work with honorees to coordinate and schedule Board meeting attendance or other distribution method; maintain related records in accordance with records retention requirements.

Serve as backup to Agenda Coordinator, scheduling and processing items for Board meeting agendas, including vacation coverage, requires proficiency in OnBase eGenda software/administrative processes; may require occasional overtime.

Monitor supply levels and issue PCard orders for office supplies and coffee/refreshments.

Process incoming Board of County Commissioners mail following established practices for tracking, retention and storage of records and files. Assist with Public Records Requests by researching mail logs and subject files, requesting and copying files from records retention center as needed.

Typical

Hours:

Monday-Friday, 8:00 AM - 5:00 PM

• Associate Degree in Business Administration or related field with four (4) years job-related experience in an office/administrative environment with executive-level exposure.
• OR - Bachelor Degree in job-related field with two (2) years job-related experience with executive-level exposure.
• OR - Equivalent combination (6 years) of education and experience may be considered at management discretion.

• Advanced Professional Certification highly desirable
• Five or more years of administrative experience with executive exposure

Starting Pay Range: $56,139.20 - $63,500.00/year, based on your experience.