Administrative Secretary

The Administrative Secretary provides high-level clerical support to an executive, director, or department head-level employee, performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.

Supervisory Responsibilities:

• May train, supervise, and provide feedback on tasks performed by lower-level clerical staff.

Duties/Responsibilities:

• Provides high-level administrative support to an assigned executive or director-level employee.
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.
• May conduct research (within skills and expertise) to assist with projects or inquiries.
• Coordinates and schedules travel, meetings, and appointments.
• Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
• Responds to and resolves administrative inquiries and questions.
• Welcomes and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary.
• Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, maintaining office supplies and coordinating equipment maintenance, and handling packages and correspondence.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Detail-oriented and professional.
• Exceptional communication skills.
• Extremely proficient with Microsoft Office Suite.
• Basic understanding of office equipment.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently and reliably.
• Flexible and adaptable in various situations and when interacting with many different personalities.
• Ability to organize and prioritize tasks including delegation of tasks when appropriate.
• Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and any specifically applicable laws or guidelines.

Education and Experience:

• Associate’s degree required, Bachelor’s degree in related field preferred.
• Three to five years of experience in a related role required with some supervisory experience preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.