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JOB DESCRIPTION 





EXECUTIVE SECRETARY



Brief description 
The position of executive secretary consists of providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.


Tasks
Answer and direct phone calls to appropriate parties or take messages;
Attend meetings to record minutes;
Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors;
File and retrieve corporate documents, records, and reports;
Greet visitors and determine whether they should be given access to specific individuals;
Make travel arrangements for executives;
Open, sort, and distribute incoming correspondence, including faxes and email;
Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work;
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software;
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.


Qualifications and requirements 
A high school diploma or equivalent;
Ability to give full attention to what other people are saying, and to actively look for ways to help people;
Ability to adjust actions in relation to others' actions, and to manage one's own time and the time of others.
Competencies (in order of importance)
Integrity 闁?Job requires being honest and ethical.
Attention to Detail 闁?Job requires being careful about detail and thorough in completing work tasks.
Dependability 闁?Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Cooperation 闁?Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Concern for Others 闁?Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.


Lines of communication
Please Identify where the position fits within the hierarchy of your organization.閼?br/>

Working conditions
Please indicate if the position is full time or part time. Also list any unique working conditions (such as working hours) that the candidate should know about.



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