General Definition of Work
 
The Executive Administrative Assistant is a key member of the Halifax County Team and will have the opportunity to contribute to the success of the County by providing executive administrative support to the County Administrator and Members of the Board of Supervisors.  This position performs complex skilled clerical and advanced administrative work and requires professionalism, independent judgment and action, and relieves the County Administrator of a wide variety of administrative and office details.  Executive Assistants of this nature regularly work with Elected Officials and Appointed Agency Heads and ensures that a business-like environment is maintained, exercising tact and diplomacy when dealing with the public as well as confidence and maturity when dealing with diverse and complicated issues.
 
The Executive Administrative Assistant takes initiative to maintain an interactive relationship with the County Administrator and Department Heads; and anticipates and/or responds to administrative activities by attending to details and closure of tasks and projects. Confidentiality must be maintained at all times. Work is performed under the direct supervision of the County Administrator.
 
This position also works together with the County Administrator on the compilation and organization of the Board of Supervisors meeting agenda and the preparation of Board and Committee meeting agendas and minutes. Performs other related duties as assigned and is responsible for logistics and arrangements for meetings of the Halifax County Board of Supervisors.
 
The Executive Assistant to the County Administrator is also expected to be comprehensively involved in the support and coordination of the County Administrator’s projects and milestone activities.
 
Essential Functions/Typical Tasks
 

• Provides support to an executive or other high level manager in a municipal agency.
• Maintains files and serves as custodian of County records and official contracts and agreements
• Prepares Board Chambers for meetings
• Attends meetings
• Prepares agendas, meeting notices, letters, resolutions, and draft ordinances
• Prepares official minutes of the Board meetings from notes and recordings made during attendance of meetings
• Electronically images all Minutes, Ordinances, Resolutions and Contracts
• Responsible for codification of County Code and its distribution
• Responsible for the composition and advertising of appointment vacancies, public hearing notices, and other notices relating to the Board of Supervisors
• Updates County website on a regular basis
• Maintains a listing of Boards and Commissions appointments and term expirations
• Develops and maintains records systems for the County Administrator’s Office to ensure readily available, accurate information for the office
• Arranges appointments for the County Administrator with Board Members, Committee Members, County Staff, and private citizens to assure the best use of available time
• Receives and investigates concerns or requests for information from private citizens, the media, staff, and Board of Supervisors members to provide accurate responses or to resolve these issues, where possible
• Makes travel arrangements and maintains the calendar of the County Administrator and advises daily of upcoming appointments, functions and deadlines. 
• Schedules, coordinates, and attends meetings as requested by the County Administrator. 
• Coordinates other programs as needed. 
• Makes responsible administrative decisions independently in accordance with County policy and procedures.
• Works in coordination with all offices of the County and other governmental offices as required. 
• Collects information on Grant and funding opportunities
• Coordinates project tasks and seeks information on various subjects as directed by the County Administrator
• Compile and analyze data and prepare reports.
• Performs other reasonable duties as assigned. 

• Exercise good judgment, sensitivity, and confidentiality.
• Multi-task and respond quickly and effectively to constantly changing priorities.
• Excellent time management skills, with the proven ability to continuously manage multiple tasks, competing demands, and dealing with frequent changes, delays, or unforeseen circumstances.
• Superb written and verbal communication skills, including the ability to engage and interact with audiences of all levels.
• Extensive computer software experience, including advanced proficiency with Microsoft Office (Word, Outlook, Excel, Access, PowerPoint, etc.).
• Ability to update a website template
• Comprehensive knowledge of standard office practices, procedures, and equipment;
• Comprehensive knowledge of Business English and ability to type various correspondence and assume responsibility for correct spelling, punctuation, and format. 
• Ability to relate to and deal with the general public, department heads, Board of Supervisors members, and other elected officials both orally and in writing, tactfully and in a professional and efficient manner. 
• Ability to follow oral and written instructions. 
• Ability to establish priorities for completing assignments and work independently with a minimal amount of supervision.