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Executive Assistant 2 - Detroit, MI

Quick Facts
Company Name:Wayne County Government
Location:Detroit, MI
Employment Type:Full Time
Pay:$47868 - $76284 per year
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Description

About Us

The Executive Assistant 2 provides a high-level administrative support to the Department Director of Health, Human & Veteran Services. Duties include: managing office functions; supporting the DHHVS Director and Division staff; creating spreadsheets; handling information requests; researching issues; tracking documents; ensuring projects stay on track; helping to manage and track HHVS-related contracts; and monitoring assignments and critical dates to ensure deadlines are met. The Executive Assistant 2 performs clerical functions, such as preparing letters, memos and emails, receiving visitors, arranging conference calls, scheduling Zoom and other meetings, as requested or required.


Required Tasks

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using Microsoft Office 365, spreadsheet, database, Adobe and/ or presentation software.
  • Coordinate and direct office services, such as managing electronic and paper files, departmental correspondence including, financial spreadsheets, budget files, personnel files, and troubleshoot & handle event planning for meetings, manage professional development Journal subscriptions for DHHVS direct reports, and organize Journal copies for retrieval.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Prepare responses to correspondence containing routine inquiries.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
  • Conduct research, compile data, and prepare papers and material for consideration and presentation by executives and directors of DHHVS.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • File and retrieve County and DHHVS documents, records, and reports.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Prepare letters, memorandum, proofread and edit, documents.
  • Provide DAF, PC3 or P2P contracts coordinator support. Maintain appropriate logs for contracts, route contracts through various departments.
  • Attend meetings to record and distribute minutes to participants

Educational Requirements

  • An Associate Degree or Liberal Arts Degree from an accredited college, focusing on Management, Business or a related discipline, or an equivalent number of years of administrative/clerical experience, in addition to the following experience.

Experience Requirements

  • Three (3) years of clerical/administrative experience in an office setting, preferably supporting senior or executive management.
  • Demonstrated proficiency with Microsoft Office 365 Applications (Excel, Word, and PowerPoint).
  • Experience with answering and forwarding calls on various phone systems.
  • Public sector or healthcare industry experience preferred.



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