EXECUTIVE ASSISTANT 

LOCATION:             St. Thomas

Nature of Work

                The Executive Administrative Assistant provides the Administrative Director of the Supreme Court of the Virgin Islands with clerical, secretarial, administrative and office support.  This position is distinguished from other clerical or administrative classes by the personalized and confidential administrative support provided to the Administrative Director. 

Essential Functions   (Any one position may not include all of the duties listed, nor do the examples cover all the duties which may be performed.) 

·         Performs administrative duties for the Administrative Director including preparation of correspondence, maintaining calendars, scheduling meetings and conferences, prepares meeting agendas in accordance with established practices, make facility and meeting arrangements, prepare meeting materials, and makes travel arrangements.

·         Prepares, types, and proofreads a variety of complex documents and materials (e.g., correspondence, memoranda, reports, forms, statements, notices, agendas, minutes, opinions, decisions, rulings, administrative and public records, and instructions) from instructions, drafts, dictation or transcripts; makes revisions; reproduces and distributes as appropriate. 

·         Composes responses to routine correspondence.

·         Performs clerical tasks such as filing, copying, faxing, assembling reports and documents, reviewing and processing mail; operates a computer and a variety of other office equipment.

·         Receives and screens visitors and callers; explains procedures and provides information and/or refers to appropriate staff; and facilitates Court tours and events.

·         Prepares complex spreadsheets, worksheets, and tables. 

·         Collects, compiles, verifies and presents data for statistical and financial reports such as travel claims, budget, monthly, and annual reporting of activities. 

·         Maintains and indexes administrative, correspondence, and confidential files.

·         Supervises the day-to-day activities of the Messenger and Receptionist/Switchboard Operator.

·         Serves as the liaison to all administrative divisions, collecting data for review by Administrative Director, coordinating work assignments and deadlines. 

·         Prepares and monitors date-sensitive paperwork and activities; generates reports to track unresolved and incomplete events and assignments. 

·         Prepares, maintains, and submits time and payroll records and reports; reviews time and payroll records for accuracy, completeness; and maintains records of leave use.

·         Prioritizes own work based on deadlines or other guidelines; makes recommendations and assists in implementing improvements in office policies and procedures; updates and maintains office policies, procedures and financial manuals and directories.

·         Attends meetings on behalf of the Court and records minutes and notes as needed.

·         Assist the Administrative Director with special projects, activities, and event planning.

·         Establishes and maintains effective working relationships and works collaboratively with court staff, other agencies and the public.

·         Other duties as assigned or required.