EXECUTIVE ASSISTANT 2 FMP - Wayne County Government

The Charter County of Wayne is Michigan's largest county. We are home to 34 cities and nine townships. From Rockwood to Livonia, from Sumpter Township to the Grosse Pointes, each community in Wayne County offers residents and businesses a unique blend of opportunity to live, work, play and raise families. Headquartered in Detroit, our largest city and the automotive capital of the world, Wayne County offers a diversified economy and high standards for our residents' quality of life. Our history is rich and we take pride in being one of the most diverse communities that values culture, arts, and world-class amenities. Wayne County provides leadership that ensures the County operates efficiently, effectively, and responsibly. We provide transparently while building a stronger County inclusive of collaborations, innovation, and a clear focus on serving our residents.

DESCRIPTION OF MAJOR JOB DUTIES

The Executive Assistant 2 reports to the Director of Facilities Management and Planning and is directly supervised by the designated Department Administrator. The Executive Assistant 2 performs complex, specialized, and highly analytical work. Responsibilities include but are not limited to the following: providing high-level administrative support to the Department Executives, conducting research, preparing reports, handling requests for information, handling stakeholder requests for service, communicating with stakeholders regarding work orders, taking notes at stakeholder meetings and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, paying invoices, preparing contracts, and scheduling meetings, performing both written and oral communication with stakeholders and vendors, coordinating and conducting walkthroughs of the county properties, and other duties as assigned.

Required Tasks

• Perform written and oral communication with stakeholders and vendors.
• Use various computer applications such as word, excel, SharePoint, and other Microsoft Office applications.
• Set up and manage filing systems, recording information, updating paperwork, and maintaining documents.
• Verify invoices for processing.
• Maintain and update information contained in spreadsheets, logs, and databases.
• Complete forms in accordance with County procedures.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments and meetings for FMP executive staff.
• Compose, type, and distribute meeting notes, routine correspondence, and reports such as PowerPoint presentations, expense reports, and monthly reports.
• Review work completed by others to check for correct spelling and grammar, while also ensuring that company format policies are followed.
• Learn to operate new office technologies as they are developed and implemented.
• Assist in training and support regarding the CMMS (currently Brightly) work order system.
• Perform other duties as assigned.

Educational Requirements

• High school diploma or equivalent.

Experience Requirements

• Four (4) years of professional experience reviewing, evaluating documents for accuracy, investigating various issues, technical writing, research analysis and creating reports, spreadsheets and presentations using Microsoft applications.
• Two years of experience with customer service.
• Two years or more experience with administrative work, ordering supplies, managing highly sensitive information, records management, and retention schedule.