PURPOSE OF THE
POSITION
The Executive Secretary is responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner.
The Executive Secretary is responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner.
SCOPE
The Executive Secretary reports to the GM and is responsible for providing senior level secretarial and clerical services for the GM.
RESPONSIBILITIES
- Read and analyze incoming memos, submissions, and reports in order to determine their significanc.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- File and retrieve documents, records, and reports.
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic book keeping work.
- Prepare agendas and make arrangements for committee, board, and other meetings.
- Make travel arrangements for executives.
- Conduct research, compile data, and prepare papers for consideration and presentation by the GM.
- Compile, transcribe, and distribute minutes of meetings.
- Attend meetings in order to record minutes.
- Coordinate and direct office services, such as records and personnel in order to aid the GM.
- Manage and maintain the GM's schedules.
- Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
- Set up and oversee administrative policies and procedures for offices and/or organizations.
- Interpret administrative and operating policies and
procedures for employees.
- Assist the GM as requested.
- Provide administrative services for the GM.
- Perform other related duties as required.
