Special Assistant

Job Duties

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Performs a variety of confidential and special assignments, which may require considerable research and contact work.

Maintains electronic calendar and contact database; prepares daily briefing books; schedules appointments, meetings, and conferences for the Chief Executive Officer (CEO) and CEO staff.

Responds to or initiates executive communications, drafts documentation for signature and agency reporting; prepares reports to monitor scheduling and OCEO communications.

Participates in planning executive travel, including itinerary development, administrative and logistical items (visas, hotel booking, etc.), scheduling briefings, assembling briefing materials, and interagency and intergovernmental coordination. Supports the CEO and OCEO staff on official travel, foreign and domestic; provides OCEO Timekeeper functions.

Handles potential issues as appropriate and ensures that only items that warrant the CEO's and/or senior staff time and involvement are escalated to them for action.

Receives phone calls and visitors and refers them to an appropriate individual. Serves as the office liaison for groups associated with the organization.

Composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries.

Maintains working knowledge of the executive secretariat database and assists in creating, tasking, monitoring, clearing, and recording OCEO communications, scheduling, and records management. Serves as back-up executive secretariat in their absence.

Serves as buffer between the supervisor and organization staff by providing accurate and timely advice on procedures, reports, requirements, and other matters necessary to implement OCEO's policies, directives, and instructions.

Performs related duties as assigned.