Executive Assistant

Summary: Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Essential Functions:

• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Complete forms in accordance with company procedures.
• Make copies of correspondence and other printed material.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Learn to operate new office technologies as they are developed and implemented.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Manage projects, and contribute to committee and team work.
• Mail newsletters, promotional material, and other information.
• Order and dispense supplies.
• Conduct searches to find needed information, using such sources as the Internet.
• Provide services to customers, such as order placement and account information.
• Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
• Prepare and mail checks.
• Establish work procedures and schedules, and track the daily work of clerical staff.
• Coordinate conferences and meetings.
• Take dictation in shorthand or by machine, and transcribe information.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Supervise other clerical staff, and provide training and orientation to new staff.

Relationships and Roles:

• Internal / External Cooperation
• Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Communicating with Persons Outside Organization Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Scope Data/Working Conditions/Physical Demands: Work schedules include days, evenings, weekends and holidays and may require overtime. May require prolonged periods of sitting.

Requirements: Skills, Knowledge, Abilities and Traits:

• Clerical –  Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• English Language –  Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Computers and Electronics –  Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
• Administration and Management –  Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Active Listening –  Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension –  Understanding written sentences and paragraphs in work related documents.
• Time Management –  Managing one's own time and the time of others.
• Speaking –  Talking to others to convey information effectively.
• Writing –  Communicating effectively in writing as appropriate for the needs of the audience.
• Social Perceptiveness –  Being aware of others' reactions and understanding why they react as they do.
• Critical Thinking –  Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Active Learning –  Understanding the implications of new information for both current and future problem-solving and decision-making.
• Monitoring –  Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Learning Strategies –  Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Oral Comprehension –  The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression –  The ability to communicate information and ideas in speaking so others will understand.
• Written Comprehension –  The ability to read and understand information and ideas presented in writing.
• Speech Clarity –  The ability to speak clearly so others can understand you.
• Speech Recognition –  The ability to identify and understand the speech of another person.
• Information Ordering –  The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Near Vision –  The ability to see details at close range (within a few feet of the observer).
• Written Expression –  The ability to communicate information and ideas in writing so others will understand.
• Problem Sensitivity –  The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Category Flexibility –  The ability to generate or use different sets of rules for combining or grouping things in different ways.
• Interacting With Computers –  Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Performing Administrative Activities –  Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Getting Information –  Observing, receiving, and otherwise obtaining information from all relevant sources.
• Documenting/Recording Information –  Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Establishing and Maintaining Interpersonal Relationships –  Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Processing Information –  Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• Organizing, Planning, and Prioritizing Work –  Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Scheduling Work and Activities –  Scheduling events, programs, and activities, as well as the work of others.