Executive Aide Jobs

Schedules and coordinates meetings, conferences, and appointments; greets visitors; may arrange tours, proclamation photos and coordinate meetings, luncheons, and press conferences; makes necessary inquiries and contacts to establish meeting times, dates, and locations and reserve space; maintains calendar of activities for superiors; adjusts schedules to accommodate new or revised commitments and priorities; notifies other parties of schedule changes and re-schedules as appropriate; coordinates travel of superiors to include making transportation and lodging arrangements, acquiring information, and processing payments.

Relieves superiors of many administrative details in matters not requiring policy decisions; advises superiors of items requiring immediate attention; provides information to other employees and the public concerning establish city policies and procedures; receives complaints from the public; responds to or refers complaints to appropriate respondent; participates in information searches and compiles data on projects.

Takes and transcribes dictation; operates personal computer or typewriter to produce and revise documents as dictated and from rough draft; transcribes materials from recording media; reviews and corrects materials to ensure proper grammar and punctuation, improve clarity, and eliminate inaccuracies; proofreads own work products; composes correspondence independently or from general instructions.

Screens and routes telephone calls and visitors; opens and distributes mail; establishes and maintains files, controls logs, and other office records.

Attends high level meetings and conferences as recording secretary; serves as administrative and/or recording secretary for major governing boards.

Arranges travel for all department staff traveling on city business; processes purchase orders and invoices for travel related expenses and reimbursements.

Establishes and maintains filing systems for various important, confidential, and sensitive records and documents.

Reviews Customer Service Center requests received by department and ensures that messages are answered in a timely manner; trains and assists other Customer Service Center users as needed.

Orders supplies; processes purchase requisitions for supplies and payments to vendors; operates and performs minor maintenance on office machinery and equipment such as typewriters and copiers.

Performs related work as required

Extensive knowledge of: business English; rules and accepted practices of grammar and composition.

Considerable knowledge of: standard office practices, equipment usage, and procedures.

Ability to acquire working knowledge of: rules, regulations, procedures, and functions of assigned areas and make decisions in accordance with same; administrative procedures and policies of assigned areas.

Ability to: establish, coordinate, and maintain schedules and calendars of activities; type proficiently; take and transcribe dictation proficiently, using any method of speedwriting or shorthand; operate a personal computer; compose, edit, and correct draft correspondence and reports; understand and follow complex oral and written instructions; maintain files and records and prepare reports; lead and train clerical personnel; establish and maintain effective working relationships with other employees, municipal and other governmental officials, and the public.

Skill in: typing; taking and transcribing dictation, using any method of speedwriting or shorthand; operation and minor maintenance of office machinery and equipment; use of word processing software.