GOV- Government Executive Assistant

SUMMARY:
Under the supervision of the Director for Student Government, the Executive Assistant is responsible for the operational efficiency of the ASI Government Office and setting a standard for customer service and relations that focus on timely and consistent interactions with students, faculty and staff. Additionally, the Executive Assistant will supervise government customer service representatives. The Executive Assistant will also provide direct administrative support to the Director for Student Government.
ESSENTIAL DUTIES & RESPONSIBILITIES:

• Serve as an advisor to the board regarding duties and responsibilities.
• Create board agendas and submit them to the EVP/Director for approval.
• Distribute board director reports and board meeting agendas.
• Provide assistance, support, and feedback to enhance board members’ legislative efforts.
• Assign legislation file numbers and assist the board with file maintenance.
• Support the EVP’s accountability meetings as needed.
• Mentor board members throughout their terms through regular one-on-one meetings (monthly or as necessary).
• Act as the recorder for board meetings in the absence of the Director.
• Supervise the FTE Administrative Assistant.
• Oversee the recruitment, training, supervision, and evaluation of the Government Administrative Assistant, ensuring adequate staffing for daily operations and special events.
• Manage time and attendance for direct reports, including payroll processes, timesheet corrections, approvals, and submissions for the Administrative Assistant.
• Conduct performance reviews for direct reports, adhering to the ASI Employee Handbook.
• Assist the Director with planning and executing annual elections.
• Contribute to the planning and facilitation of annual and midyear retreats, including coordinating training sessions and arranging meeting spaces.
• Facilitate bi-annual staff meetings in collaboration with the Director.
• Organize and lead the annual Government Staff Retreat.
• Compile board and government achievements for the Annual Report.
• Update ASI Operating Rules bi-annually after obtaining the Director’s approval.
• Attend staff and board events (e.g., retreats and meetings), which may require hours outside regular business schedules.
• Support the Government Department Administrative Assistant in managing board-related grants and scholarships, such as Dollars for Organizations & Clubs (DOC).
• Assist the Director with operational tasks, including maintaining office supplies, securing office equipment maintenance, and addressing space-related issues with building management.
• Approve Microix check requests submitted by the Administrative Assistant (e.g., for board scholarships, ASI scholarships, and textbook scholarships).
• Handle miscellaneous board tasks, such as upgrading board members’ student permits to employee permits.

CORE COMPETENCIES

• Exceptional customer service skills
• Ability to communicate effectively both verbally and in writing with staff, employees, and public
• Good analytical and problem-solving skills, with attention to detail with accuracy
• Ability to follow oral and written instructions
• Self-motivated and comfortable with taking initiative
• Cooperative working relationships with students, staff and university administrators
• Ability to work effectively and collaboratively with diverse student population
• Knowledge of principles and practices of organization, planning, records management, research and general administration

MINIMUM QUALIFICATIONS

• Three years of office experience, including management of varied and multiple duties and projects
• Intermediate knowledge of windows-based personal computers – Microsoft Word, Excel, Outlook, Adobe Acrobat
• Experience with event/or project planning

PREFERRED QUALIFICATIONS

• Bachelor’s degree
• Previous leadership experience
• At least one year of customer service experience
• Experience supervising others
• Recent graduate of Sacramento State

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to stand, walk, use hands to fingers, handle, feel, reach with hands and arms, talk and hear. The employee must:

• Occasionally, frequently, regularly lift and/or move up to 50 pounds.
• Must be able to climb, kneel, squat, reach overhead…