Job: Executive Secretary, Administration

Jobing Description

Executive Secretary

Location: Administration
Project Management
Iowa City, IA
Job
Description:

Provide highly specialized administrative support for an executive including responsibilities requiring a high degree of discretion and independent judgment. Typical job related activities:

* Serve as a contact person concerning inquiries and complaints including answering telephones, screening calls and visitors, opening and routing incoming correspondence.
* Coordinate area operations, procedures, and activities with other secretarial and clerical staff to maintain consistency in the application of policies and procedures.
* Coordinate and schedule meetings and planning efforts.
* Prepare and proofread correspondence, costing reports, meeting minutes, tabular data, reports, contract documents, and proposals.
* Collect and compile data for specialized reports and presentations; generate reports as needed on a daily, weekly, monthly and annual basis.
* Compare standard budget reports against the area s budget.
* Initiate and maintain standard forms and records on personnel, budgetary and purchasing transactions and verify departmental/area activities.
* Enter, update, and retrieve text or data from computer files.
* Prepare or coordinate preparation of all aspects of mailings including copying, collating, labels, letters, and envelopes.
* Establish, maintain, and revise supervisor s files and related records.
* Maintain the supervisor s calendar, schedule appointments and arrange meetings.
* Maintain administrative files regarding personnel within the area.
* Make travel arrangements and prepare expense reports.
* Initiate payroll and accounting activities, including salary administration processing.
* Maintain a high level of confidentiality and security regarding corporate and personnel information and documents.
* Operate office machines including adding machine, copier, personal computer, and fax.
* Produce overheads, tables and graphs to support presentations.
* Coordinate with other areas to maintain consistency in the application of policies and procedures.
* May assign, coordinate and review the work of other secretarial/clerical personnel for conformance to established guidelines.
* Take minutes at conferences and meetings.
* Communicate effectively and efficiently orally and in writing with ACT staff and clients.
* Maintain regular and predictable attendance.

Minimum
Qualifications:

High School diploma or equivalent required (AA degree preferred) and 5 or more years of related experience required; or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Demonstrate competence with computer usage and software including word processing, spreadsheet, database, and Windows. Finalist(s) for this position will be subject to a pre-employment criminal background check as a condition of employment.

Compensation:

Starting salary commensurate with qualifications. Excellent benefits and work environment

Reports To: Vice President, Project Management

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