Admin Secretary Job Description

Admin Secretary Job Description

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Admin secretary provides training to senior management and board members on their duties, responsibilities and liabilities as well as corporate functions such as General Counsel Division, Finance and Treasury Teams on general commercial and companies laws.

Admin Secretary Duties & Responsibilities

To write an effective admin secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included admin secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Owns the setup of meetings across multiple time zones, booking rooms & audio / video facilities, organizing passes and coordinating catering so that events run without disruption
Able to deal with sensitive confidential information
Prepares materials for internal and external mandates presentations, spreadsheets, management reports, agendas to a professional standard, maintaining attention to detail
Establishes trust to be able to handle extensive telephone and email correspondence on the senior manager’s behalf
Facilitates the senior managements travel plans with minimum disruption, including planning and booking detailed travel itineraries (flights, hotels visas), organizing travel meetings and reimbursement of travel expenses
Preparing and submitting expense claims promptly and accurately
Co-ordinates office supplies, seating plans and office moves to ensure efficient use of office resources, handling purchase orders and expense/ invoice processing in a timely manner
Co-ordinates on-boarding of new employees and contractors to minimize set-up time
Works with other personal assistants where necessary to ensure support needs are covered during short-term absence
Provides administrative support to the team for project work and ad hoc activities as necessary

Admin Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for Admin Secretary

Typically a job would require a certain level of education.

Employers hiring for the admin secretary job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Associates, Education, Acting, Supervision, Science, Graduate, Medical, Business, Computer, General Office

Skills for Admin Secretary

Desired skills for admin secretary include:

Organizational operations and procedures
General commercial motor vehicle laws and regulations
General office procedures and basic filing practices
Division
Division projects
Excel and PowerPoint
Key collaborators
Laboratory
Office administration
Proposals

Desired experience for admin secretary includes:

Coordinate and manage departmental documents, team leave schedule, and various system access
Manage travel and business needs for team in Singapore
Additional proficiency in an Asian language would be a positive
Ability to successfully prioritize and deliver competing requirements in a professional manner
Minimum of 5 years' administrative and/or secretarial experience
Minimum of one (1) year prior clerical experience, required

Admin Secretary Examples

1

Admin Secretary Job Description

Job Description Example
Our company is looking to fill the role of admin secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for admin secretary
  • Management of iD8 conference room space
  • Phone coverage for other admin staff to cover lunch & breaks
  • May transcribe highly technical anatomic pathology dictation from sound recording equipment (including gross description, microscopic diagnosis and autopsies)
  • To write up Paediatric Reports following the examination of clients, based on Dictaphone recordings submitted, in a timely manner based on contractual obligations
  • To liaise closely with the NHS Paediatric Clinical Lead Doctor and team, and attend team meetings when appropriate
  • To support the PSSC with general administrative organisation, maintaining files and other data recording systems, producing monthly data reports
  • To maintain effective work systems, ensuring that all correspondence and documentation is dealt with in a professional manner and meets audit requirements
  • To document clearly any safeguarding concerns, complete any relevant risk assessments and liaise with the manager where needed
  • To attend peer supervision sessions
  • The Administrative Assistant is able to support all functions of the Executive office which includes performing highly diversified administrative duties
Qualifications for admin secretary
  • Completion of a Medical Assistant Program required Five years of Medical Assistant or related experience may be considered in lieu of completing the Medical Assistant Program and No experience required
  • Candidate must have experience managing phones and calendars
  • Understands and willing to adhere to the look and dress code
  • Associates degree or higher, 5+ years of strong secretarial experience managing multiple phones, calendars
  • Prior experience as a secretary supporting administrative requirements at the mid- to- upper management levels of an office
  • Medical Secretarial skills and audiotyping
2

Admin Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of admin secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for admin secretary
  • Provides technical support for Senior Leadership
  • Typing reports, minutes, e-mails, letters, faxes
  • Manage phone calls and pages into/out of Emergency Department
  • Physician offices
  • Radiology Reports
  • Lab Results, Critical Values
  • Messages regarding specimen needs from lab
  • Residents from all specialties
  • Hospital Transfer centers
  • Ambulance transfer office
Qualifications for admin secretary
  • Associates degree, or two years of college-level office/business administration course work required
  • Good interpersonal skills required in order to communicate effectively with internal and external callers and visitors and provide information (often of a sensitive or highly confidential nature) with courtesy and tact
  • Good analytical skills necessary in order to handle complex administrative details
  • The ability to prioritize and manage multiple functions preferred
  • A minimum of five years secretarial/administrative assistant experience required, including three years at an executive level
  • Performs general secretarial duties including answering the telephone, scheduling appointments, checking in patients for clinic, and back up for medical secretary and Transplant Institute Associate
3

Admin Secretary Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of admin secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for admin secretary
  • Medical Record requests
  • Police and Fire Co
  • Patient calls
  • CVA/TIA report
  • Transfer report
  • EKG report
  • Restraint report compliance
  • DUI forms
  • Seizure reporting
  • Maintaining and organizing on-call schedules from multiple departments
Qualifications for admin secretary
  • Clear understanding of Confidentiality and Information Governance
  • Position requires the exercise of independent judgment and discretion
  • Comprehensive organizational skills, ingenuity, and creativity and the ability to solve problems independently
  • Considerable skill in determining requirements/logistics for conferences and to develop, plan and negotiate for best pricing and service and to present the total package to management for final approval
  • Considerable oral and written communication skills and the ability to interact with internal and external contacts at varying levels of authority and to achieve established goals to the benefit of the manager
  • Considerable knowledge and skill in filtering heavy volume of electronic mail received by the manager and bringing priority items to the prompt attention of the manager and/or other key staff
4

Admin Secretary Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of admin secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for admin secretary
  • On Call Hospitalists and Private Physicians
  • Resident schedules
  • Sub-specialty schedules
  • Maintaining logs
  • Stroke Alert log
  • Cath lab log
  • Ambulatory clinic schedule book
  • Death Certificates
  • Restraint Forms
  • Needlestick (occupational exposure) cases
Qualifications for admin secretary
  • Outstanding organizational, written, and oral skills
  • Ability to design and develop creative and effective text/graphical presentations, and project documents
  • Must be detail oriented with strong follow through skills
  • Must have a calm, professional manner with ability to work efficiently and effectively in pressure situations
  • Must also have ability to utilize and communicate confidential information in a discreet manner
  • Requires a high school diploma or equivalent and related secretarial/administrative work experience
5

Admin Secretary Job Description

Job Description Example
Our innovative and growing company is hiring for an admin secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for admin secretary
  • Code sheets
  • ME documentation
  • STD reporting to the DOH
  • EMS run sheets
  • Point of contact for consignment merchandise within the ED
  • Nebulizers/equipment
  • Maintain supply of multiple clinical packets that must be available to clinicians
  • Stroke packet
  • STEMI packet
  • Needlestick packet
Qualifications for admin secretary
  • Must be able to demonstrate basic to intermediate proficiency using Microsoft Office applications, both in Arabic and English
  • Must have excellent written and verbal communication skills, including (spelling, grammar, punctuation, and proper use of syntax), both in Arabic and English
  • Knowledge of filing systems and common office procedures
  • Experience with answering manager or supervisor office telephones
  • Relevant experience, minimum 3 years
  • Must be highly self-motivated and professional

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