22nd Century Technologies

Executive assistant Job at 22nd Century Technologies in Richmond

22nd Century Technologies, Richmond, VA, United States, 23214

Job Title: Executive assistant

Location: Richmond VA 23219

Pay Rate: $31.00/hr. without benefits

BG Check Required: Yes

Duration: 6+ Months

Job Description:

Provide high-level administrative support for the Deputy Commissioner of Governmental and Regulatory Affairs and immediate team members. Writing and editing emails, drafting memos, and preparing communications; maintaining accurate records; calendar management, preparing agendas and minutes for meetings (small- and large-scale attendees). Providing a high level of customer service including answering the Commissioner's Office's main telephone line and preparing pre- and post-travel documentation for approval and reimbursement. This position is also part of a small team of executive assistants who work well together and support each other's workload when a team member is absent.

Role & Responsibilities:

Assist with travel vouchers/reimbursement processes.
Hotel reservations/payment.
Preparation of reimbursement vouchers under state policies.
Ensure signatures from members at the meeting.
Submit and monitor for reimbursement.
Copies/binder assembly - 30 binders (includes mailing to 1-2 members who have requested it)
Prepare table of contents/cover.
Prepare name tents as needed.
Checking/ordering adequate supplies for each meeting.
Break down binders after meetings.
Room set up the day before the meeting.
Coordinating with the department to get equipment set up the day prior/taken down when the meeting wraps
Coordinate with OEP for WebEx.
Ordering food under state policies.
Take minutes during a meeting/coordinate with Alex for final preparation.
Ability to learn and ask questions to gain mastery/understanding and work independently.
Work closely with lead staff for any details/further tasks.