Executive Secretary Job Description

Executive Secretary Job Description

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Executive secretary provides general office management such as new hire on-boarding & termination checklist arrangements; space arrangements and real estate for the entire group; ordering supplies and equipment.

Executive Secretary Duties & Responsibilities

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

Sample responsibilities for this position include:

Typing memos / reports / PowerPoint presentation
Setting up and maintaining confidential, sensitive files and records for multiple functions to ensure the efficient retrieval of information
Researching information and data
Maintaining department records and filing system
Opening and screening mail and responding to correspondence and inquiries on behalf of senior or executive manager
Receiving and screening telephone calls and visitors
Program material preparation and resolving issues with equipment, form completion, and follow up as appropriate
Ensuring compliance and operational risk controls in accordance with the institution or regulatory standards and policies
Maintaining the institutions internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators
Conduct research and collect and analyze data to prepare reports and documents

Executive Secretary Qualifications

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

Licensing or Certifications for Executive Secretary

List any licenses or certifications required by the position: CPR

Education for Executive Secretary

Typically a job would require a certain level of education.

Employers hiring for the executive secretary job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Business, Management, Education, Associates, Communication, Business/Administration, Science, Computer, Administration, Faculty

Skills for Executive Secretary

Desired skills for executive secretary include:

Confidential
Management views
Performance of complex
Sometimes difficult duties
Verbal instructions for management approval
Excel
Computers
Internet access
General office equipment
PowerPoint

Desired experience for executive secretary includes:

Manage and maintain executives' schedules and travel arrangements
Act as a liaison with internal staff at all levels
Supervise, coach and train lower level staff
Knowledge of standard office administrative practice and procedures
Working knowledge of an Asian language is encouraged but neither preferred nor required
Travel approximately 10% of working days, including to some hardship locations, and across time zones

Executive Secretary Examples

1

Executive Secretary Job Description

Job Description Example
Our company is looking for an executive secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for executive secretary
  • Makes referrals to appropriate staff or provides requested information
  • Record, transcribe and distribute minutes
  • Assume other related responsibilities as needed
  • Calendaring for two executives
  • Transitioning meetings into the CEO office
  • Interacting with members of the Board, senior leaders and physicians
  • Monitor and understand radio sales bookings, radio program changes and how those changes affect client bookings
  • Managing the Senior Director's calendar / meeting schedule
  • Supporting the Revenue Cycle Controller and Senior Directors, when needed
  • Answering / redirecting incoming telephone calls to the department
Qualifications for executive secretary
  • Ability to work with staff on a variety of levels
  • Associate's Degree in Secretarial Science or equivalent
  • Knowledge of Microsoft Office and telephone protocol
  • Managing the department conference room calendar
  • This is a contract to hire
  • The candidate will be responsible for providing mid level secretarial and clerical services for the Administrator
2

Executive Secretary Job Description

Job Description Example
Our company is searching for experienced candidates for the position of executive secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive secretary
  • Playing a lead role in implementing new or revised systems and procedures
  • Orienting new employees, training employees in new procedures and providing on-going instruction as appropriate
  • Scheduling, distributing and monitoring the flow of work for assigned group of employees
  • Providing recommendations to the Manager or Supervisor for the most efficient utilization of assigned personnel
  • Reporting employee problems or unusual occurrences to the supervisor
  • Producing correspondence, memos and reports from dictation, drafts, models
  • Composing or selecting standard form letters for supervisor’s response to routine inquiries
  • Arranging meetings and activities for supervisor for the most efficient use of available time
  • Coordinating large, complex internal and external meetings
  • Receiving phone calls and messages and providing information on procedures and standard policies of the department or function to customers
Qualifications for executive secretary
  • High School Diploma and 7+ years secretarial/administrative experience
  • Quickly identifies relevant facts
  • Makes decision in a timely manner
  • Commits and takes on responsibilities
  • Schedules and follows-up on actions
  • Communicate and interact professionally with key executives their Executive Assistants at the client site senior management within the firm
3

Executive Secretary Job Description

Job Description Example
Our company is hiring for an executive secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for executive secretary
  • Providing assistance with administrative processes associated with the department or function
  • Performing miscellaneous clerical duties, including collating, sorting, faxing, filing, and distributing and retrieving documents and mail
  • Compose correspondence, memos, and other related documents
  • Develop and compile data and reports including charts, tables, graphs, and presentations relative to the operations and business objectives
  • Manage administrative matters including but not limited to handling correspondence, issue resolution, calendar and schedule maintenance, travel arrangements, and recording/publishing meeting minutes
  • Receive, screen, and route incoming phone calls
  • Greet visitors in a friendly and professional manner
  • Maintain records in a standard filing system
  • Prepare and reconcile travel expense reports for Executive and management
  • Prepare standard and ad-hoc reports as prescribed or requested
Qualifications for executive secretary
  • Microsoft Office/Suite proficient (Outlook, Word)
  • Ability to accommodate a highly varied work schedule
  • Good proficiency with all Microsoft Office products
  • Ability to work independently the ability and willingness to work with and assist peers to ensure timely, efficient and consistent administrative support
  • Associate's Degree in Secretarial Science and/or a related field
  • A high degree of dexterity to produce materials on a PC, normal or corrected vision, requires extensive sitting and frequent data entry, ability to clearly communicate verbally by phone and in person
4

Executive Secretary Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of executive secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for executive secretary
  • Greets and receives visitors and telephone calls furnishing advice and assistance on the basis of general knowledge
  • Prepares and supervises the preparation of correspondence, forms, reports and other written communications
  • Responsible for efficient management of the routine tasks of the office
  • Process payment requests, campus orders and purchase orders as necessary
  • Assist with the administration of space
  • Act as a liaison between the Department and facility management and maintenance teams
  • Provide office leadership and administrative support for the Power Services Field Service team at multiple locations
  • Develop presentations, agendas, correspondence and memoranda for a variety of internal and external senior level populations and create senior level charts, reports, and correspondence using the Microsoft suite
  • Provide support for Field Service tax allocation and gas per diem
  • Review and respond to emails and phone calls from other key management personnel as required, using discretion and judgment in gathering and conveying pertinent information in a timely manner
Qualifications for executive secretary
  • Requires some walking and standing
  • Work as business partner with the President to enable efficient and effective work schedule for the president
  • Must have a minimum of five (5) years of recent and relevant experience supporting a senior level Executive
  • Must be detail-oriented and highly organized with the ability to effectively handle multiple projects/tasks simultaneously
  • A high degree of dexterity to produce materials on a PC, normal or corrected vision, extensive sitting for prolong periods of time, ability to clearly communicate verbally by phone and in person
  • Be responsible for maintaining the office procedures manual
5

Executive Secretary Job Description

Job Description Example
Our growing company is hiring for an executive secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for executive secretary
  • Conduct day-to-day operational tasks such as photocopying, scanning, maintaining tracking systems, maintaining and updating hard copy and electronic office records, preparing mailings, routing materials, ordering supplies and letterhead, running errands
  • Answer, screen, and route incoming calls in a professional manner
  • Support various College committees (schedule meetings, take minutes and follow up on action items, create and maintain files, make travel and accommodation arrangements and plan itineraries for visitors, attend off-site meetings)
  • Prepare, edit and distribute correspondence
  • Builds relationships with key stakeholders, including Board members and the Executive Leadership Team, their executive assistants to ensure seamless administrative support
  • Assist with and support colleague events as appropriate, such as leadership & executive, colleague events
  • Input and update data into Oracle databases and other corporate systems to perform the above secretary assignments
  • Organizes office operations and procedures for the efficient flow of work within the administrative office the integration of interdepartmental workflow and sequence
  • May take and transcribe dictation, in addition to performing oftentimes advanced clerical and administrative duties
  • Makes appointments, gives information and/or directs callers and opens mail, exercising judgment concerning priority
Qualifications for executive secretary
  • 2+ years of Administrative and/or Secretarial Support experience
  • You desire to work as a true partner with the Executive and his team and anticipate needs
  • May perform human resources type duties to include disseminating corporate and facility policies and procedures in addition to clerical duties related to employee performance, status changes, benefits enrollment and similar ancillary duties
  • Minimum of five (5) years experience in a responsible administrative secretarial position or related field
  • Proficient with general PC application software products (Microsoft Office suite)
  • At least two years relevant college coursework with a preference for an Associate's Degree in Business Administration

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