Executive Assistant Full Time

JOB PURPOSE:

To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)’s and/or management staff’s area of responsibility.

Note: Secretary Level 3

This is the advanced level. The employee performs advanced secretarial assignments, functioning as a management assistant. At this level, the employee has increased responsibility in such areas as interpreting policies and procedures, serving as liaison to staff and higher level management, researching and preparing materials for managerial decisions, and participating in other management assistant activities as identified in the Additional Job Duties.

KEY ACCOUNTABILITIES:

Correspondence and Documentation

• Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms as required by the team
• Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports. Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to relevant team member
• Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records
• Assists in creating and revising forms; proposes procedures, formats, and standards for office correspondence
• Reviews and evaluates applications, petitions, contracts, or other documents to determine if prescribed requirements are met for acceptance or approval.

Visitors and Incoming Calls

Receives and screens visitors and telephone calls, takes messages, schedules appointments for the team and provides information to callers requiring knowledge of agency’s operation, and the interpretation and application of policies and procedures.

Meetings

• Makes scheduling commitments for the team for meetings, conferences and speeches and assembles related necessary materials
• Schedules and arranges meetings and conferences for the team and notifies interested parties; makes travel reservations as needed
• Takes minutes or recordings of meetings for distribution to meeting participants.

Proofreading and Editing

Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.

Information Recording and Archiving

• Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor’s control
• Enters, retrieves, updates, verifies, and deletes information from electronic files.
• Locates and reviews pertinent information from files, documents, newspapers, and other sources; and prepares a summary of content for professional(s) and/or management staff.

Office Supplies

Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels in order to ensure that inventory stocks meet demand.

Allocation of Work

Serves as liaison between management and staff by overseeing the work of office support staff in the unit, transmitting information, explaining appropriate work instructions, and following up on assignments.

Operational Efficiency

Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipment.

Safety, Quality & Environment

Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.

Operational Efficiency

Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipment.

Related Assignments

Performs other related duties or assignments as directed.

QUALIFICATIONS & SKILLS:

Minimum Qualifications:

High School Completion

Minimum Experience:

Four years of administrative support experience including two years equivalent to experienced administrative support work or equivalent to a Secretary Level 2

Skills:

• Knowledge of office practices, procedures, and computer software programs
• Knowledge of correct English usage and grammar
• Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets