Under the general direction and immediate supervision of the Treasurer, the Executive Assistant provides all confidential administrative support to the Treasurer and assists in efficiently managing his time, providing information necessary for decision making, and monitoring and resolving issues and problems.
Administrative Support Responsibilities:
Answer and/or coordinate responses to all administrative inquiries received from the Treasurer.
Assist in organizing the Departments activities with respect to evaluations and the measurement of results, targets for programs and services delivered.
Prepare, input, edit and proofread correspondence, presentations, brochures, publications, reports and related material from shorthand, machine dictation and handwritten copy, using a computer.
Review, redirect, process and facilitate incoming and outgoing regular and electronic correspondence and paperwork in order to provide prompt and appropriate action with respect to inquiries, concerns and issues.
Administer and coordinate various Department-related meetings such as setting up appointments, preparing meeting notices, and recording the minutes of meetings (e.g., staff meetings).
Assist in the preparation of the committee meetings, in addition to recording the minutes.
Prepare and budget code all legal and professional invoices for approval by the Treasurer.
Process confidential information (e.g., reports).
Arrange travel schedule and make reservations.
Maintain an efficient and effective database and filing system.
Operational Support Responsibilities:
Assist the Treasurer and/or Directors with budgetary controls and participate in the preparation of yearly budget forecasts.
Prepare tools to facilitate budgetary process and controls (budget templates, report templates) and assist Directors in their daily use.
Inform the directors on a regular basis of the status of their respective budget levels, expenses incurred, and the projects under way.
Respond to first level inquiries in regards to budgetary matters and resolve issues in a timely manner.
Perform other related tasks as requested by the Treasurer.