Executive Asst 2-016190

The Executive Assistant 2 provides high-level administrative support to the Director of Juvenile and Youth Services, ensuring smooth coordination of daily operations, schedules, and division-wide activities. Core responsibilities include managing confidential information, drafting correspondence, organizing meetings and events, tracking contracts and projects to ensure deadlines are met, maintaining shared records and documentation, and executing tasks as assigned by the JYS Director.

Success in this role requires anticipating needs, managing timelines, and collaborating closely with leadership. The Executive Assistant also coordinates with internal and external partners, supports communications, and engages with professional networks across Wayne County Government.

Required Tasks

• Executive Support & Scheduling

• Manage and maintain JYS Director schedule.

• Make travel arrangements

• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee

• and other meetings.

• Attend meetings to record and distribute minutes to participants.

• Other duties as assigned by the JYS Director.

• Contract & Procurement Coordination

• Provide coverage with contract manager duties to ensure timely contract completion.

• Review and ensure contracts are launched correctly in P2P, as needed.

• Facilitate the transition of contracts from the review round to the approval round in P2P.

• Initiate and manage e-signatures in P2P, as needed.

• Provide contracts coordinator support.

• Maintain appropriate logs for contracts and route contracts through various departments.

• Document Preparation & Editing

• Prepare invoices, reports, memos, letters, financial statements, and other documents using Microsoft

• Office 365, Oracle, P2P, spreadsheets, databases, Adobe, and/or presentation software.

• Prepare letters, memoranda, proofread and edit documents.

• Conduct research, compile data, and prepare papers and materials for consideration and presentation by executives and Director of JYS.

• Office Operations & Records Management

• Coordinate and direct office services, such as managing electronic and paper files, departmental correspondence, financial spreadsheets, budget files, and personnel files.

• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

• File and retrieve County and JYS documents, records, and reports.

• Manage professional development journal subscriptions for JYS direct reports and organize journal copies for retrieval.

• Communication & Visitor Management

• Answer phone calls and direct calls to appropriate parties or take messages.

• Prepare responses to correspondence containing routine inquiries.

• Open, sort, and distribute incoming correspondence, including faxes and email.

• Greet visitors and determine whether they should be given access to specific individuals.

Educational/Experience Requirement

• An Associate Degree from an accredited college and two (2) years of administrative/clerical experience preferably supporting senior or executive management, OR
• A Bachelor Degree and 1 year of clerical/administrative experience, preferably supporting senior or executive management.
• Demonstrated ability to support senior or executive leadership, including calendar coordination, meeting logistics, and document preparation.
• Proven experience managing confidential information, schedules, and high-volume communications.
• Prior experience working within county, municipal, or other governmental organizations, including interaction with legislative bodies or executive offices.
• Proficiency in Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook) and familiarity with Oracle ERP systems or similar platforms (e.g., JD Edwards, SAP)
• Strong background in recordkeeping, database management, and digital filing systems.
• Prior involvement in project tracking, deadline management, and supporting strategic initiatives.
• Experience working with diverse teams and external partners, including vendors, agencies, and community stakeholders.
• Ability to manage multiple priorities in fast-paced, deadline-driven environments