Executive Secretary

Alternate Job Titles: Administrative Secretary, Executive Assistant 

FLSA Status: Nonexempt

Job Summary

Performs general office work of a clerical nature for department head or executive officer. Keeps official corporation records and executes administrative policies determined by or in conjunction with other officials by performing the following duties personally.

Essential Duties and Responsibilities

• Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers.
• Plans conferences and meetings, and sets appointments.
• Acts as custodian of corporate documents and records.
• Directs preparation and filing of corporate legal documents with government agencies to conform with statutes.
• Schedules appointments, gives information to callers, takes dictation, composes and prepares correspondence, routes incoming mail, and performs other administrative and clerical duties.
• Sets up and maintains administrative files, prepares photo copies of correspondence or other printed matter as needed.
• Arranges travel and reservations.
• Assigns work to clerical staff and works with confidential material.
• Maintains cleanliness of work area and equipment.

Supervisory Responsibilities

This job has no supervisory responsibilities. Carries out conduct and leadership responsibilities in accordance with company policies, procedures, safety, and applicable laws.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or general education degree (GED) with emphasis on office procedures and equipment; or one to three years related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information to one-on-one and small group situations to customers, clients, and other employees of the organization.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in standard situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; stand; walk; use hands to finger, handle or feel; reach with hands and arms; talk and hear. The employee is occasionally required to stoop, kneel, or crouch. The employee must regularly lift/or move up to 10 pounds and occasionally lift and/or move 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes, toxic chemicals, and heat. The noise level in the work environment is usually moderate. Some independent travel may be required.