Executive Secretary/Assistant

JOB SUMMARY:
The Executive Secretary/Assistant is responsible for providing secretarial, clerical and administrative support to a top Executive.

JOB DUTIES:
1. Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
2. Coordinates office management activities for the executive or Office.
3. Researches, compiles, assimilates, and prepares confidential and sensitive documents, and briefs the executive regarding content.
4. Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the executive
and staff.
5. Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the executive accordingly. Makes referrals to appropriate staff or provides requested information.
6. Informs others of the executive’s position on issues.
7. Composes letters and memoranda in response to inquiries.
8. Acts as liaison between the executive, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
9. Produces a variety of documents, charts, and graphs in final form.
10. Updates executive on status of issues before scheduled meetings.
11. Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.
12. Plans and coordinates arrangements for professional conferences, travel, accommodation, etc.
13. Reviews, proofreads, and edits documents prepared for the executive’s signature.
14. Takes and transcribes dictation on technical and confidential matters from the executive.
15. Coordinates and facilitates the executive's calendar to arrange appointments, meetings, and conferences.
16. Compiles and maintains records, statistical information, and reports.
17. Establishes and maintains various filing and records management systems.
18. Makes travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
19. Operates standard office equipment.
20. Performs related work as assigned.

Job Details

Preferred Candidate

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