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Executive Assistant (Department of Procurement)
City of Atlanta
2024-11-05 05:43:44
Atlanta,
Georgia,
United States
Job type: fulltime
Job industry: Administration
Job description
Posting Open Until Filled
Salary Range: $62,880 - $70,000
The Executive Assistant provides comprehensive support to the Deputy Chief Procurement Officer (DCPO). This multifaceted role combines executive support with general office management responsibilities. The ideal candidate will be skilled in handling a wide range of administrative and executive support tasks, demonstrating the ability to work independently with little supervision. This role is pivotal in ensuring smooth operations within the department and requires exceptional communication, organizational, and time-management skills.
Provide Administrative Support to the Deputy Chief Procurement Officer:
o Manage and organize the DCPO's calendar, meticulously scheduling meetings and appointments.
o Coordinate all aspects of travel arrangements, including booking flights, accommodations, and preparing itineraries.
o Anticipate and prepare materials needed for meetings and engagements.
o Handle all incoming communications for the DCPO, including phone calls, emails, and physical mail.
o Screen and prioritize messages, ensuring timely responses and escalations when necessary.
o Act as a gatekeeper, managing access to the DCPO to optimize their time and focus.
o Compile and prepare various reports, presentations, and documents as required.
o Ensure accuracy, clarity, and professionalism in all materials.
o Utilize various software tools to create and edit documents.
o Keep an organized system for maintaining files and records, both digital and physical.
o Ensure easy retrieval and efficient information management.
o Maintain confidentiality and security of all records.
o Oversee the ordering and restocking of office supplies.
o Ensure the maintenance and proper functioning of office equipment.
o Manage the allocation and organization of office space and resources.
o Coordinate with staff and volunteers in planning and executing departmental events and parties.
o Ensure clear communication and collaboration among all parties involved.
o Handle logistics like venue booking, catering, and event schedules.
o Initiate the process of requisitioning departmental resources through Oracle.
o Ensure accuracy and adherence to departmental policies and procedures.
o Track and follow up on requisition statuses.
o Prepare and submit expense reports for the DCPO.
o Assist in tracking and managing the office budget.
o Ensure compliance with financial policies and guidelines.
o Promote effective communication within the department.
o Contribute to a positive, collaborative work environment.
o Relay important information and updates from the DCPO to the team.
o Provide support on special projects as assigned by the DCPO.
o Adapt to varying tasks that support the department's objectives.
o Be proactive in identifying areas where assistance is needed and offer support.
The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization.
Knowledge, Skills, And Abilities
QUALIFICATIONS AND EDUCATION REQUIREMENTS
Minimum Education Requirements
1. Associate's degree in Business Administration, Communication, or a related field.
2. Minimum of 3 years of experience in an executive assistant or office management role.
Preferred Education Requirements (separate from minimum requirements and not required to qualify for the job)
1. Bachelor's degree in Business Administration, Management, or a related field.
2. A minimum of 5 years of experience in an executive support role, preferably within a government or public sector environment.