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Executive Assistant III
Ref No.: 18-07044
Location: Oakland, California
Start Date / End Date: 10/01/2018 to 11/19/2018
Description:
Typically 5-7+ years of administrative assistant experience supporting at the manager/director level, or related experience.
Has substantial understanding of the job, and applies knowledge and skills to complete a wide range of tasks.
• Ability to learn and apply a thorough understanding of the organization and its functional policies and processes.
• Strong writing skills to create difficult and more detailed correspondence.
• Basic to intermediate knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs.
• Working knowledge of email and office equipment (fax, phone, copier, etc.).
• Ability to coordinate multiple and difficult calendars and arrange meetings.
• Requires ability to learn and apply thorough understanding of a large, complex organization and its customers.
• High School Diploma, GED or related experience
• BA/BS preferred
Hours per Day 8
Hours per Week 40
Total Hours 288.00
Education
High School
Is a specific license of certification required?
No
Is a Motor Vehicle check required?
No
Is a Health Screen required?
No
Is a Physical Exam required?
No
Which department will this resource be working in?
Finance

Attachment :

Operational Specialists II – National Facilities Services – Oakland, CA
This position supports the NFS CFO, NFS Controller, and three directors:
CFO Support
  • Complete special projects/reports, including designing graphic presentations
  • Offsite planning- help create agenda, plan meals, work with caterers, select location and book location, select and book date with attendees.
  • Event planning for department- Retirement parties, birthdays, baby showers, HR milestones, community service events, construction tours, team building events.
  • Powerpoint presentations as needed
  • Update Org Charts as needed
  • Update distribution lists as needed
  • Review expense reports for direct reports
  • Support any meetings with Webex/ Telepresence/ Technology
  • Support NFS Finance all hands meeting
  • Solicit and enter all of the department timecards
  • Back up support for CFO's admin

Finance Department
  • Funds Disbursements Authority (FDA) administrator for National Facilities Services
  • May provide FDA training/direction to other non-exempt personnel
  • Provides travel, calendaring and meeting support for the Controller and three finance directors
  • Orchestrates & organizes meetings, schedules & materials such as agendas, timelines, reports and presentations
  • Office Management for NFS Finance Core- Provide support to the needs of the department, order supplies, call IT, submit service tickets, schedule large meetings, book conference rooms.
  • On-board all new employees in department, FTE's and contractors- laptop assignments, workstation setups, phone number setup, system access (RAS) Token, TIME, system accesses, share drive, etc.
  • Submit all ergo request in department
  • Screens visitors, refers to appropriate staff member
  • Maintains confidential department files & records
Description: The contractor may not be asked to manage FDA matters.