Executive Services Associate

Profile

Executive Services Associate - III
Duties: Under minimal supervision, but in accordance with established policies and procedures, provides secretarial and administrative services for a System C-Suite Executive. Ensures most efficient use of leaders time, anticipates leaders needs and initiates action to prepare necessary items. Coordinates and follows-up on administrative activities and/or special projects. Organizes, prepares, and reviews administrative reports and may assist in preparation of reports and presentations. Access to and regularly works with information of the most sensitive, highly confidential, strategic and critical nature. Mail processing, ordering and managing supplies, scheduling appointments and maintaining executives calendar, making travel arrangements, etc. Gathers information and prepares reports, project materials and composes documents to include determining appropriate responses to requests for information, composing correspondence on own initiative about administrative matters and general office policies for the Executives approval. Reviewing material prepared for Executive to ensure typographical accuracy, format, conformance with procedures and internal consistency. Ensures proper approvals have been obtained for various types of correspondence. Prepares standard and special or one-time reports, summarizes or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence or other departments. Creates, maintains, updates and reconciles various types of documents, such as organizational charts, contact lists, vendor contacts, routine reports, etc. May assist the Executive in the development and monitoring of budgets, ensuring that all financial allocations and expenditures are in accordance with guidelines. May track all budget activity and generate financial and administrative reports and records. Interfaces with key executives, vendors and external parties to provide support and solve problems. Identifies pertinent information and brings it to the attention of the necessary parties (e.g., complaints or issues). Performs other related duties as assigned or directed to meet the goals and objectives of the department and the institution.

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