Position SummaryThe Program Assistant assists the Deputy Commerce Directors and Senior Directors in the Office of Business Success in fulfillment of their tasks and completes administrative details as assigned.Essential FunctionsProvide support, including database and file management, reports, and recommendations for program efficiencies on all OBS programs.Responsible for maintaining a contact database including data entry and cleanup, entering contacts and business information, and entering/cleaning data specific to OBS programsCoordinate onboarding of new staff including scheduling desk detailing, ensuring computers and supplies are available.Serve as contact person for OBS programs. Maintain the Deputy Director’s calendar, schedule internal staff meetings and meetings with external partners, and take meeting minutes/notes.Manage Commerce vehicle(s) by coordinating with Office of Fleet Management for servicing and repairsManage incoming and outgoing mailAssist staff with travel coordination, reimbursements, and event expensesGathers information for staff presentationsOther duties as assignedGeneral Duties of OBS unit staff:Contributing information and recommendations to strategic plans and reviews for OBS, Department of Commerce, and neighborhood efforts.Preparing and implementing action plans for OBS programs.Resolving problems and determining system improvements.Preparing project presentations and reports using all appropriate software.Drafting status reports, talking points, statements and other written work product as needed.Other duties as assigned.Minimal night and weekend work may be required. Competencies, Knowledge, Skills and AbilitiesHigh School degree or equivalent is required. Minimum of five years advanced level clerical or administrative experience. An Associates or Bachelor's Degree may be substituted for two years of experience.Verbal, written, and computer communication skills are essential.Familiarity with web-based databases or Customer Relationship Management platforms is essential.Proficiency in Microsoft Suite products. MS Word and Excel are essential.Strong interpersonal skills with demonstrated ability to work with individual across different disciplinesAbility to communicate and/or experience working with ethnically and economically diverse populationCandidates must be energetic, well organized, flexible and convey a positive attitude and strong work ethic.Strong time management and organizational skills, including attention to detail and abilities to prioritize tasks and keep multiple tasks moving simultaneously.Ability to learn departmental functions, operations, and organizations and make judgmental decisions where several courses of action are presented.
