Executive Administrative Assistant

Decatur, GA 30035

Posted: 11/13/2023 Industry: Professional Job Number: 2086915 Pay Rate: $18.50/hour

Job Description

Executive Administrative Assistant

Job Description:
Provides general office and executive level administrative support for the Unit Manager, the Business Operations Unit, and occasional support to the Assistant Deputy Director of Administration.
Responsible for scheduling appointments, maintaining calendars, and managing multiple support duties for the Unit Manager and Assistant Deputy Director of Administration.
Assists in the preparation of reports, organizational charts, gathering and researching information, preparing presentations, and meeting materials, copying and filing, and preparing notes.
Processes all late approvals for invoices over 30 days. Requesting justification from the field office, vendor, and AOC to submit to ELT. This information should include the Due Date, Invoice, Amount, PO assigned, Late Justification, and processing date for Business Operations.

Responsible for transcribing meeting notes for the Operations Team meetings, Leadership/Management meetings, and staff meetings.
Scans and inputs documents and other content into content/document management systems and maintains physical files as needed.
May perform data entry, data collection, and data collation activities.
Coordinates meetings and work sessions for teams of various sizes.
Reviews incoming correspondence from the Business Operations Unit along with the Field Operations Section.
Assists in the development and execution of policies and procedures for the Business Operations Unit. Responsible for serving as the SMI (Subject Matter Expert) in the absence of the Unit Manager and BOU leadership.
Maintains and updates the style and communications guides to adhere to the operations of the unit, but also the DHS policy in publications, letters, memos, and all content.
Maintains confidential information including personnel files, purchasing and procurement materials, security documentation and other DCSS files.
Will serve as a front-line representative for the Unit Manager fielding inquiries and calls.
Performs related responsibilities as required by the OIT executive and management team

Required Documentation and screenings: Standard Background
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