Executive Secretary

position title:

Executive Secretary

DEPARTMENT:

Clerical/Administrative

reports to:

President/Executive Team

position summary:

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

essential duties and responsibilities:

·         Schedule and organize complex activities such as meetings, travel, and department
activities for all members of the Senior Management Team.

·         Create and develop visual presentations for the President. 

·         Organize and prioritize large volumes of information and call.

• Sort and distribute mail. Open mail for the President and determine level of priority.
• Answer phone for President. Takes message or field/answer all routine and non-routine
   questions.
• Assist the President in the management of his schedule.
• Handle confidential and non-routine information.
• Work independently and within a team on special and nonrecurring and ongoing
  projects. Act as a project manager for special projects, at the request of the President,  
  which may include: planning and coordinating multiple presentations, disseminating
  information, and organizing company wide events.
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.
• Must have high level of interpersonal skills to handle sensitive and confidential
  situations. Position continually requires demonstrated poise, tact and diplomacy.
• Must be able to interact and communicate with individuals at all levels of the
  organization.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint).
• Work requires continual attention to detail in composing, typing and proofing materials,
  establishing priorities and meeting deadlines. 
• Must be able to work in a fast-paced environment with demonstrated ability to juggle
  multiple competing tasks and demands. 

·         Must have high level of interpersonal skills to handle sensitive and confidential
 situations. Position continually requires demonstrated poise, tact and diplomacy.

Experience, Competencies, and Education:

·         High school or business school graduate and four years business experience

·         Good knowledge of business English, spelling and punctuation, office practices and procedures

·         Good skills and knowledge of word processing and database computer programs. Ability to take or transcribe dictation as required by the individual official or department head

·         5-7 years experience in executive level assistance

·         Aptitude for critical and innovative thinking

·         Professional and polished demeanor and appearance

·         Outstanding verbal and written communication skills