Executive Secretary

Duties & Responsibilities

• Plans and coordinates meetings and events
• Meets and greets visitors
• Manages calendar of appointments and coordinates and reserves conference rooms
• Prepares and distributes agendas, meeting packets, presentations, and communications
• Maintains all private and confidential records, documents, and correspondence
• Prepares replies to correspondence and initiates action on matters other than those specifically requiring the attention of the Executive
• Manages high volume of telephonic communication and prioritizes calls and messages
• Organizes, distributes and sorts incoming mail and materials, routing to appropriate personnel and/or departments
• Orders office supplies and provides other general administrative support
• Serves as the primary point of contact for internal and external parties on all matters pertaining to executive administration of the Office
• Liaises with executive and senior administrative assistants to handle requests from senior leadership
• Arranges business-related travel plans and itineraries, and compiles documents for travel-related meetings
• Prepares expense reimbursements and petty cash requisitions, and submits invoices, as required
• May supervise clerical personnel assigned to the executive office

Qualifications

• Associate’s Degree from an accredited college or university with specialization in Secretarial Science, Office Administration or Technology, Business Administration or related areas of study and two (2) years of executive administrative assistant experience
• High School Diploma or its educational equivalent approved by a State’s Department of Education or are cognized accrediting organization and three (3) years of experience, as described in “1” above
• A Bachelor’s degree may be considered equivalent to four (4) years of relevant professional experience as described in “1” above