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Arkansas Department of Transportation · 3 days ago

Executive Assistant

Little Rock, AR

Full-time

Onsite

Senior Level

6+ years exp

The Arkansas Department of Transportation is seeking an Executive Assistant to provide high-level administrative support. This role involves conducting research, preparing reports, managing schedules, and performing various clerical functions to assist executives in a fast-paced environment.

GovernmentPublic TransportationTransportation

No H1B

Responsibilities

Open, sort, and distribute incoming correspondence, including faxes and email

File and retrieve documents, records, and reports

Greet visitors and determine whether they should be given access to specific individuals

Read and analyze incoming memoranda and reports in order to determine their significance and plan their distribution

Prepare responses to correspondence containing routine inquiries

Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work

Prepare agendas and make arrangements for committee and other meetings

Make travel arrangements for executives and complete expense reimbursement forms

Compile, transcribe, and distribute minutes of meetings

Manage and maintain executives’ schedules

Prepare invoices, reports, memoranda, letters and other documents using word processing, spreadsheet, database and/or presentation software

Respond to inquiries for information from the public and staff, and refer to other staff where appropriate

Interpret and explain Department policies and procedures in response to requests, or refer inquiries as appropriate

Proofread for accuracy, correct form, content and proper English usage

Provide follow-up to assignments given to management staff by assigned executive

Maintain positive working relationships with coworkers, other Department employees and the public

Operate under demanding conditions with heavy workload, time pressures and confidentiality

Demonstrate interpersonal competency, relating well at all levels of the organization

Qualification

Executive supportMicrosoft WordMicrosoft ExcelMicrosoft OutlookOrganizational skillsDetail-orientedInterpersonal skillsCommunication skillsConfidentiality

Required

The educational equivalent to a bachelor's degree from an accredited college or university plus six years of experience supporting executives in a fast-paced environment and handling a wide range of administrative tasks, organizing meetings and arranging travel OR the educational equivalent to a high school diploma plus ten years of experience supporting executives in a fast-paced environment and handling a wide range of administrative tasks, organizing meetings and arranging travel

Knowledge of English usage, spelling, grammar and punctuation

Knowledge of business letter writing, report and presentation writing, recordkeeping principles/procedures, business mathematics and simple statistics

Ability to interpret and explain pertinent Department policies and procedures

Ability to independently perform confidential administrative support duties with speed and accuracy

Ability to analyze situations carefully and adopt effective courses of action

Ability to communicate effectively both orally and in writing

Strong organizational skills

Detail-oriented, self-started with the ability to handle multiple tasks and interactions with people in a constantly changing environment

Ability to work effectively and interact appropriately with a diverse array of people, including senior level management

Strong knowledge of and advanced skills in Microsoft Word, Excel, and Outlook