Executive Assistant

TITLE : Executive Assistant REPORTING RELATIONSHIP : Chief Administrative Officer/SVP, Human Resources and Corporate Services BASIC FUNCTION: Provide administrative, scheduling, and project support to the Chief Administrative Officer, SVP, Information Technology, and related work activities and initiatives of the HR and Corporate Services and Information Technology departments, including technical assistance and support. DUTIES AND RESPONSIBILITIES: Coordinate and facilitate communication and workflow between the CAO and SVP and department staff, including obtaining necessary approval signatures, reviewing/approving timesheets and expense reports, scheduling meetings, and information gathering and distribution. Facilitate review and approval of contracts and maintain a tracking system to monitor contract deadlines and payment schedules. Manage calendar of appointments for the CAO and SVP and prioritize in alignment with work activities, ensuring adequate workflow and preparation time between commitments. Prepare and compile necessary documents and materials in preparation for meetings, including Board reports, PowerPoint presentations, and Excel spreadsheets. Anticipate needs of CAO and SVP and maintain effective lines of communication. Assist with prioritizing conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion; often with competing deadlines. Coordinate the development of annual budgets utilizing budgeting software, including entering data, preparing monthly and year-end variance reports; forecasts, and other financial reports as requested; and processing invoices for timely payment. Monitor budget activity and initiative reclasses to correct accounts. Advise department staff on budgeting process requirements and/or changes and distribute necessary reports and other information as needed. Post, update and maintain HR information and forms on the intranet, routinely reviewing to ensure accuracy and functionality. Utilize graphics and effective content layout to create visually appealing messages. Monitor and maintain Bulletin Board postings. Schedule meetings; coordinate logistics, agenda development and dissemination; and follow up on action items as needed. Keep current on organizational policies, procedures, staffing and leadership appointments to ensure appropriate protocols are followed and accurate information is included when drafting correspondence and disseminating information. Utilize AI and other innovative solutions to implement process improvements that increase operational efficiency and enhance service delivery. Assist with updating websites, mailing lists, employee system access, and resolving basic user inquiries and issues, escalating advanced technical issues as appropriate. Conduct testing on basic IT systems and functions and assist IT and HR with developing user technical guides, job aids, presentations, and training materials for…