Executive Secretary Vacancy
The Executive Secretary is responsible for providing secretarial, clerical, and customer and administrative support in order to ensure that services are provided in an effective and efficient manner.
JOB DUTIES AND TASKS
1) Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
2) Open, sort, and distribute incoming correspondence, including faxes and email.
3) File and retrieve corporate documents, records, and reports.
4) Greet visitors and determine whether they should be given access to specific individuals.
5) Prepare responses to correspondence containing routine inquiries.
6) Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
7) Prepare agendas and make arrangements for committee, board, and other meetings.
8) Make travel arrangements for executives.
9) Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
10) Compile, transcribe, and distribute minutes of meetings.
11) Attend meetings.
12) Coordinate and direct office services, such as records and budget preparation, and personnel, in order to aid executives.
13) Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors.
14) Manage and maintain executives' schedules.
15) Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
16) Set up and oversee administrative policies and procedures for offices and/or
17) Supervise and train other clerical staff.
18) Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
19) Interpret administrative and operating policies and procedures for employees.
1) Performing Administrative Activities.
2) Interacting With Computers
3) Getting Information
4) Communicating with Supervisors, Peers, or Subordinates
5) Establishing and Maintaining Interpersonal Relationships
6) Organizing, Planning, and Prioritizing Work
7) Communicating with Persons Outside Organization
8) Documenting/Recording Information -- Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9) Identifying Objects, Actions, and Events
10) Updating and Using Relevant Knowledge
11) Scheduling Work and Activities
12) Processing Information -- Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
13) Making Decisions and Solving Problems
14) Monitor Processes, Materials, or Surroundings.
15) Performing for or Working Directly with the Public
16) Thinking creatively -- Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
17) Resolving Conflicts and Negotiating with Others
18) Evaluating Information to Determine Compliance with Standards
19) Interpreting the Meaning of Information for Others
20) Developing and Building Teams