Executive Secretary- Youth Development and Family & Community Engagement

About the Role

This position provides administrative and secretarial support to the Executive Director/Director and assigned staff.

Responsibilities

• Performs a variety of administrative and/or secretarial support activities, including composing replies to correspondence, responding to inquiries, summarizing reports, and resolving problems within the scope of the position.
• Prepares or directs preparation of minutes, notices, manuals, agendas, and correspondence with supporting documentation, applying specialized knowledge of the assigned function.
• Researches, summarizes, and analyzes information; compiles data to prepare special and recurring reports containing specialized or sensitive information.
• Maintains and tracks department budgets; monitors expenditures, performs simple account analysis, and prepares reports for supervisors or assigned staff.
• Serves as liaison to employees, customers, outside agencies, and the public concerning departmental information or complaints.
• Opens and reviews incoming mail; answers inquiries and composes correspondence on general matters following established guidelines.
• Screens phone calls and visitors, providing information or interpreting department procedures as needed.
• Plans and arranges conferences or meetings; communicates arrangements to appropriate individuals.
• Prepares correspondence, reports, or other documents from rough drafts, notes, or tapes; edits for grammar, spelling, and clarity without altering intended meaning.
• Maintains calendars for assigned staff, prioritizing and arranging meetings, conferences, and appointments; arranges travel reservations and itineraries.
• Performs other duties as required, modeling non-discriminatory practices in all activities.

Requirements

• Completion of high school and preferably business school training, or two years of college, or equivalent combination of experience and training.
• Knowledge of executive-level support service management and ability to work under minimal supervision.
• Excellent typing, editing, punctuation, grammar, and spelling skills.
• Strong organizational skills and ability to handle details accurately.
• Ability to work effectively under pressure and meet short deadlines.
• Proficiency in filing and documentation management (electronic and paper-based).
• Ability to take detailed notes in meetings and transcribe them into electronic formats.
• Proficient keyboarding and computer skills, including Microsoft Word, Excel, Access, and PowerPoint.
• Ability to establish and maintain effective working relationships.