Senior Executive Assistant

Wake County
Published
May 12, 2021
Location
300 S Salisbury St, Ste 2900, Raleigh, NC
Category
Billing Address
300 S Salisbury St, Ste 2900
First Name
Anza
Last Name
Harker
Phone Number
919-856-6101
County
Wake
Closing Date
5/26/2021

Description

What You'll Be Doing

As a member of the Board Support staff, the position’s primary duties will include the following:

  • Handles calendaring, logistical support, correspondence, and other tasks for elected Commissioners.  Represents Commissioners in discussions about logistical and administrative matters.  Handles confidential administrative processes for Commissioners.  Responds, with minimal guidance, to requests for assistance from Commissioners.
  • Manages email correspondence for Commissioners and executives.  Follows established procedures and framework, and adheres to established ground rules for this responsibility.
  • Records minutes for Board of Commissioners meetings.  Meets standards of quality and timelines established by supervisory staff.  Prepares minutes for Commissioner review and approval.
  • Supports the Commissioners’ communication and outreach needs by composing, with minimal guidance, letters to stakeholders on behalf of Commissioners or County leadership.  Provides support to Commissioners and other staff with organizing the Board’s outreach events.
  • Conducts the Board of Commissioners’ advisory board appointments process.  Researches, compiles, and organizes large amounts of documents for Commissioner and public use.  Summarizes large amounts of information for Commissioner review.

This position will also be responsible for several administrative duties, including the following:

  • Handles approval process and data entry for contracts.  Provides additional administrative support for contracts that originate in County Manager’s Office, including contracts for behavioral health, transit, economic development, and consulting services. 
  • Handles financial transactions for the Manager’s Office, Commissioners, and assigned departments.  Purchases supplies and services, ensuring purchasing rules and standards are met.  Ensures review and processes for p-cards, travel, reimbursements, and contracts are completed properly for all assigned departments.
  • Serves as primary support for agenda development process and other critical Manager’s Office processes. Compiles and organizes large amounts of documents for Commissioner and public use.  Ensures staff meet standards for quality in written materials, all appropriate materials are included, and publishes all materials for public review.  Masters the agenda development software system, remote meeting software, and other technology.  Publishes information about Board meetings for public use.  Coordinates and hosts remote meetings.
  • Ensures employees in Manager’s Office and assigned departments complete human resources forms.  Provides support to all new hires with personnel paperwork and coordinates onboarding.  Submits all personnel actions into HR management system.  Communicates human resources updates with staff.
  • Periodically covers front desk for Manager’s Office, Board of Commissioners, and assigned departments, including answering phone calls, processing mail, processing contracts, assisting in-office visitors and Commissioners.

About Our Team

With over 60 new residents each day, Wake County is a rapidly growing area. The County Manager’s Office is responsible for executive leadership of all County departments and agencies. The Office also supports the elected Board of County Commissioners, providing them information and analysis to help them set County policy and priorities. This position is a member of the Board Support staff in the Manager’s Office. The staff administers the Board’s agenda development process, coordinates meetings, and handles the traditional duties of the Clerk to the Board.

About This Position

Location: Justice Center Raleigh, NC

Employment Type: Regular

Work Schedule: Monday – Friday; 8:30am - 5:00pm

Posting Closing Date: 7:00 pm on 5/26/2021

Salary

Hiring Range: $55,890 - $70,000 commensurate with experience 

Qualifications

The Basics (Required Education and Experience)

  • Associate’s degree in Business Administration, Office Administration or related field
  • Three years of experience in increasingly responsible administrative and Executive support work

Beyond the Basics (Preferred Education and Experience)

  • Three years of experience supporting local elected officials, or a local government elected board, with scheduling, logistical, and other forms of administrative support
  • Three years of experience with traditional Clerk to the Board duties, such as recording minutes, meeting coordination, agenda development, and appointments
  • Bachelor’s degree in Business Administration or related field
  • Bilingual language ability

How Will We Know You're 'The One'?

  • Ability to prioritize and balance input and guidance from multiple Manager’s Office staff and/or elected officials
  • Strong multi-tasking skills. Ability to adapt and be flexible in an ever-changing and complex environment
  • Ability to provide effective logistical and scheduling support to multiple elected officials and Executives
  • Ability to organize large meetings or events
  • Competent business writing and written communication skills
  • Ability to summarize large amounts of information succinctly and accurately
  • Competent with traditional office software, such as the Microsoft Office suite
  • Ability to learn and become competent with specialized software platforms, including agenda development software, appointments management, contracts, human resources, and remote meeting applications
  • Knowledge of County purchasing and human resources policies and procedures
  • Ability to demonstrate appropriate judgement about when to escalate issues to supervisor or management 

Special Requirements

N/A 

Miscellaneous

To apply, please visit: https://ewaketalent.csod.com/ux/ats/careersite/3/home/requisition/2739?c=ewaketalent