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Tellus Solutions, Inc · 4 months ago

Executive Assistant II

San Carlos, CA

Full-time

Onsite

Mid Level

Tellus Solutions, Inc is seeking an Executive Assistant II to support the Chief Communications Officer and department leaders. This role involves performing administrative, secretarial, and office-manager duties while working in-person at the District's headquarters in San Carlos, CA.

Information ServicesInformation TechnologyProfessional ServicesSoftware

Responsibilities

Produce reports, spreadsheets and graphs utilizing word processing, spreadsheet and finance programs

Assist in monitoring performance on projects, programs, and schedules

Tracks timelines and deliverables

Monitor budgets and coordinate budget cycle deliverables; assist cost center managers with data entry

Coordinate calendar for Chief Communications Officer and establishes a schedule of meetings/appointments

Provide administrative support to department leaders by drafting meeting agendas, taking notes, logging and tracking action items

Proof-read and properly format presentations, reports, and correspondence

Serve as liaison for Chief Officer with internal/external stakeholders as needed

Support Chief in preparation for essential tasks, including community and internal meetings and communications, correspondence, budgeting and expense reports

Serve as office manager for the Communications Department; schedule and coordinate meetings, AV set-up, travel arrangements, order and organize office supplies

Process invoices, online requisitions (OLRs), purchase orders, expense reports, p-card reconciliations, vouchers and reimbursements for all cost center managers in the Communications Division as needed

Document administrative processes for Communications Division; maintain organized digital (SharePoint) and physical filing systems

Provide administrative and budget onboarding training for new Division staff

Qualification

Budget managementCalendar managementReport generationOffice managementProofreadingData entryCommunication skillsOrganizational skills

Required

Performing administrative, secretarial, and office-manager duties for the Chief Communications Officer and department leaders

Producing reports, spreadsheets and graphs utilizing word processing, spreadsheet and finance programs

Assisting in monitoring performance on projects, programs, and schedules

Tracking timelines and deliverables

Monitoring budgets and coordinating budget cycle deliverables

Assisting cost center managers with data entry

Coordinating calendar for Chief Communications Officer and establishing a schedule of meetings/appointments

Providing administrative support to department leaders by drafting meeting agendas, taking notes, logging and tracking action items

Proof-reading and properly formatting presentations, reports, and correspondence

Serving as liaison for Chief Officer with internal/external stakeholders as needed

Supporting Chief in preparation for essential tasks, including community and internal meetings and communications, correspondence, budgeting and expense reports

Serving as office manager for the Communications Department

Scheduling and coordinating meetings, AV set-up, travel arrangements, ordering and organizing office supplies

Processing invoices, online requisitions (OLRs), purchase orders, expense reports, p-card reconciliations, vouchers and reimbursements for all cost center managers

Documenting administrative processes for Communications Division

Maintaining organized digital (SharePoint) and physical filing systems

Providing administrative and budget onboarding training for new Division staff