Executive Administrative Assistant

General Introduction

The Executive Administrative Assistant will perform high‑level executive and administrative duties in support of the Regional Director. Key responsibilities include preparing special reports, composing routine correspondence, compiling statistical, annul, and budget information, and communicating with personnel at all levels, including regional, state, and national levels, to gather, record, and convey information.

• Composes, types and enters data into the computer. Enters data from paper forms into computer databases and electronic spreadsheets.
• Maintains the Regional Director’s calendar, reminding him of upcoming events, meetings, and deadlines.
• Drafts and prepares correspondence, spreadsheets and other written documentation; copies data as needed; and records files appropriately.
• Receives, sorts and distributes incoming mail, separating documents for distribution and handling. Uses photocopiers and other document‑handling equipment when necessary.
• Manages the calendar for the executive conference room and associated phone line.
• Sets up meetings and/or conference calls; organizes meeting agendas and follows up as required. Takes minutes and distributes them to participants.
• Makes travel arrangements for the Regional Director, flights, hotels, and ground transportation.
• Collects and forwards Government‑Owned Vehicle monthly reports as required.
• Assists FP S and other contractor personnel in maintenance, purchase and dissemination of routine supplies such as paper, pens, pencils, staples, and forms.
• In the Branches’ and/or Districts’ Administrative Assistants’ absence, acts as liaison between FP S and the regional personnel for IT, telephone and other services. Supports initiation, follow‑up, resolution and closure of trouble tickets or help‑desk requests.
• Assists RD with preparing, reviewing, editing executive correspondence from different agencies, copying data, reviewing, and supporting non‑ confidential data, and file records as applicable.
• Monitors incoming HQ‑assigned ESTT suspended items to ensure deadlines are met and responds to inquiries from the Deputy Regional Directors, District Commanders, and Branch Chiefs. Prepares correspondence, reports, graphs, charts and other documents as required and performs analysis as part of the region’s ongoing monitoring responsibilities.
• Demonstrates proficiency in Microsoft Windows‑based computer software and is familiar with basic computer programs, Microsoft Office, and Microsoft Office Suite. Accurately types, records and displays and takes a centralized approach to gathering data, reports and systems.

Equipment and supplies are provided by the Government (desk, filing cabinets, telephone, fax, computer system, internal system, photocopier, camera, paper, pens, pens, staplers, tables, etc.).