Executive Assistant
Position Purpose:
The Executive Assistant performs a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization. The Executive Assistant is generally the first point of contact to individuals seeking out his/her manager. All basic office tasks including drafting correspondences, manning the telephones, receiving messages, packages and maintaining his/her supervisor's calendar are done within this position. The Executive Assistant may also provide some domestic support to his/her supervisor and may also be required to entertain clients in the absence of his supervisor. This is a regular, full-time, FLSA non-exempt position, subject to extended work hours, including evenings and weekends.
The following is a list of general responsibilities for the Executive Assistant. It is understood that these general responsibilities are not inclusive of all the duties that this position requires, but instead, are intended as a general scope of work.
Essential Functions:
- Answer, screen and transfer inbound phone calls
- Receive and direct visitors and clients
- General clerical duties including photocopying, fax and mailing
- Maintain electronic and hard copy filing system
- Retrieve documents from filing system
- Handle requests for information and data
- Resolve administrative problems and inquiries
- Prepare written responses to routine enquiries
- Prepare and modify documents including correspondence, reports, drafts, memos and emails.
- Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors
- Prepare agendas for meetings and prepare schedules
- Record, compile, transcribe and distribute minutes of meetings
- Open, sort and distribute incoming correspondence
- Maintain office supply inventories
- Coordinate maintenance of office equipment
- Coordinate and maintain records for staff, telephones, parking and petty cash
Minimum Qualifications:
- Bachelor’s degree with at least 10 years’ experience in Administration.
- Computer skills and knowledge of relevant software
- Knowledge of operation of standard office equipment.
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping
- Knowledge of principles and practices of basic office management
- Must have good organizational skills and be able to work well in a team environment.
Knowledge, Skills, and Abilities:
Consistently and efficiently produce quality work within budget and on schedule.