Executive Assistant - Atlanta, United States - Mavensoft Technologies

Description

Job Title: Executive Assistant

Duration: 8 Months (contract)

Location: Atlanta, GA (Hybrid)

Summary:

The Executive Data Reporting Analyst will play a crucial role in providing executive administration support and services, particularly in managing budget tasks associated client department. Client serves as the IT backbone for various divisions within the Department, including supporting high-level executives and overseeing numerous contracts for hardware and software maintenance. The role involves coordinating executive-level administrative tasks, managing budgets, and facilitating effective communication between executives and internal/external stakeholders.

• Responsibilities:Coordinate and schedule meetings, interviews, and performance management tracking for the division.
• Manage executives' daily calendars, confirm appointments, and arrange transportation.
• Act as the administrative point of contact for executives, handling calls, messages, and correspondence.
• Maintain privacy and confidentiality of sensitive matters and information.
• Manage action registers and report on progress as required.
• Stay updated on advancements in office gadgets and applications.
• Prioritize daily workload and multitask effectively.
• Prepare and manage budgets in accordance with City processes and rules.
• Confirm purchase request details and prepare appropriate documentation.
• Process daily, weekly, monthly, and quarterly reports on budget status and variances.
• Prepare management reports related to budget as needed.
• Communicate and maintain working relationships with internal department staff, user agencies, and suppliers.
• Resolve conflicts concerning goods/services between departments and vendors.
• Assist in the development and review of budgeting procedures and methods.
• Ensure procurement processes adhere to City of Atlanta standards.
• Follow division team handbook, policies, and procedures.
• Collaborate with team members to achieve organizational goals.
• Deliver customer-focused service and support business efficiency.
• Support the Strategic Objectives and Wildly Important Goals (WIGS) of the Division and Department of Aviation.
• Perform other related duties incidental to the work described herein.
• Knowledge, Skills & Abilities:Proficient in Microsoft Office software.
• Strong problem-solving and research skills.
• Ability to apply professional knowledge across disciplines.
• Excellent oral and written communication skills.
• Strong technical writing and customer service skills.
• Ability to manage multiple projects concurrently.
• Self-starter with the ability to work independently.
• Flexible to work extra hours and respond to after-hour emergencies as needed.
• Non-Technical Skills: Strong organizational and time management skills.
• Ability to work alone or within a team environment.
• Willingness to work extra hours and be on-call for emergencies.
• Qualifications: Bachelor's degree in Business Administration, Finance, or related field.
• Previous experience in executive administration or budget management preferred.
• Familiarity with Oracle policies and procedures is a plus.
• Certification in project management or related field desirable.

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