Executive Assistant (Department of Procurement)

Job Description:

Executive Assistant (Department of Procurement)

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.

• Serve as the First Point of Contact:

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.

• Assist in Preparation of Reports, Presentations, and Documents:

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.

• Organize and Maintain Files and Records:

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.

• Perform Basic Office Management Duties:

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.

• Act as a Liaison for Organizing Departmental Parties and Events:

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.

• Execute the Requisition Process in Oracle:

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.

• Manage Expense Reports and Assist with Budget Tracking:

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.

• Facilitate Internal Communication:

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.

• Assist with Special Projects and Other Duties:

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

• Strong organizational and time management skills, with the ability to prioritize effectively.

• Excellent communication skills, both written and verbal.

• Proficiency in Microsoft Office Suite, Oracle, and experience with office management systems.

• Ability to handle confidential information with discretion.

• Experience in event planning and coordination is a plus.

• Knowledge of government or public sector operations is desirable.

Salary:

$62,880 - $70,000