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7 Secretary Resume Examples [& Templates]

Best for senior and mid-level candidates

There’s plenty of room in our elegant resume template to add your professional experience while impressing recruiters with a sleek design.

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Like this template? Customize this resume and make it your own with the help of our Al-powered suggestions, accent colors, and modern fonts.

Secretary Resume

• Secretary Resume by Experience
• Medical Secretary Resumes by Role
• Other Secretary Resumes by Role

Brianna scratched her head as she compared the job requirements against her list of skills. After the amazing news that her younger brother was about to become a dad, she was inspired to make a few moves in her own life—and that meant advancing her career! She’d always wanted to be the notorious auntie who spoiled the little ones. But how could she build a resume successfully and advance to a secretary job with all the benefits she needed?

A quick search later, Brianna was browsing our secretary resume examples and learning how to format a resume for success. Afterward, she realized she could translate experiences and skills from prior roles as a bank teller and a teacher’s assistant even more clearly if she tied things together by writing an effective cover letter .

Browse our resources yourself, and you could be next in line for a secretary interview like Brianna!

or download as PDF

Why this resume works

• Even just a rough estimate of numbers is better than words alone! You can always offer a further explanation during an interview.
• Give a short summary of your specializations if you’ve had a least 10 years in the industry, but if you’re entry-level, consider using a  resume objective  instead.
• Let the employer know what you’re looking for in your next job and what you can offer. 
• You should not be humble here. Your goal is to showcase your  resume skills  and value within the context of your work experience bullet points.

Entry-Level Secretary Resume

• If you have no experience in your field, getting your foot in the door can be challenging. Your secretary cover letter and resume can still do an excellent job of delineating your communication and your ability to manage time well.
• Use an objective if you have little or no experience to promote what you can offer in a nutshell.
• Remember to customize your objective to each position’s  job description  and always mention the business by name.
• Many skills and job duties are transferrable from one job to the next, which might land you your next job. 
• Avoid using filler words. They don’t add value to your resume. Instead, focus on your job accomplishments or duties that utilized your skills.

Unit Secretary Resume

• For Amanda, the one thing that got her hired was her role in negotiating with vendors and introducing cost-efficient strategies that saw a 21% reduction in office supply expenses. Impressive, don’t you agree? Follow this example and impress recruiters.

Medical Secretary Resume

• For instance, the initiative to implement an appointment reminder system to decrease patient no-show rate by 26% is a win for the employer and patients. Emulate such a clever strategy to propel your medical secretary resume to the top of the stack.

Legal Secretary Resume

• Your resume should demonstrate your qualifications in every section. The hiring manager may only spend seconds looking at your legal secretary resume before deciding whether you will get a first-round interview. No matter what portion the manager reads, he or she should be convinced you have what it takes.
• Fill your work history with tasks that show how you’ve impacted and improved the time and workflow of attorneys. 
• Your resume should highlight your accomplishments in the form of quantitative measures. Numerical values do a fantastic job of demonstrating the positive impact you’ve had at your company.

School Secretary Resume

• School secretaries need to be organized and adaptable because they work with many students, not to mention their parents and the school staff—all of who have diverse needs.
• Your  resume summary  is a perfect place to demonstrate your best self within your career highlights; just remember that it’s strictly for the seasoned candidate (10+ years in a field).
• Use the reverse-chronological  resume format  to show how you’ve advanced in your responsibilities from the most recent role to the oldest. 
• The bullet points in your school secretary resume should be concise and related to the job duties of the position you’re seeking. This shows the business owner how valuable you’ll be to the team without making them pore over unnecessary information. 

Administrative Secretary Resume

• Flexibility and multi-tasking increase your value to the employer, so make sure your work experience emphasizes your efficiency and attention to detail. 
• If you’re struggling with  creating the perfect resume , we understand, and if you’d simply like to  improve your current resume , we’re here to help! 

Related resume guides

• Office Assistant
• Personal Assistant
• Virtual Assistant
• Executive Assistant

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Secretary Resume With Samples & Examples

• Resume Format
• May 2, 2024
• Administrative

Secretary Resume : A secretary plays a crucial role in any organization by managing administrative tasks and ensuring smooth operations. Crafting a strong resume is essential for landing a secretary position, as it showcases your skills, experience, and qualifications to potential employers. In this blog post, we will provide a comprehensive guide on how to create a standout secretary resume, including sample sections for objective, summary, education, skills, experience, certification, awards, and achievements. By following our tips and utilizing our free template, you can create a professional and compelling resume that highlights your strengths and sets you apart from other candidates in the competitive job market. Let’s dive in and learn how to impress hiring managers with your secretary resume.

Secretary Resume Sample

Matt Murdock Secretary Phone:(818) 555-9012 Email: [email protected] Address: 303 Cedar Court, Mountain View, WA 45678

Dedicated and organized secretary with over 5 years of experience supporting executives and managing office operations. Proficient in scheduling meetings, handling correspondence, and maintaining files. Skilled in Microsoft Office Suite and able to prioritize tasks effectively. Strong communication and interpersonal skills. Previous employers include ABC Company and XYZ Corporation.

Administrative Secretary ABC Company, New York, NY January 2018 – Present

– Provide administrative support to the executive team by managing calendars, scheduling meetings, and coordinating travel arrangements – Prepare and distribute correspondence, memos, and reports – Maintain electronic and paper filing systems – Answer and direct phone calls and emails – Assist with event planning and coordination – Order office supplies and maintain inventory – Coordinate with other departments to ensure smooth workflow

Executive Assistant XYZ Corporation, Los Angeles, CA March 2015 – December 2017

– Supported the CEO and senior management team with day-to-day administrative tasks – Managed complex calendars and scheduled meetings and appointments – Prepared and edited correspondence, reports, and presentations – Coordinated travel arrangements and accommodations – Assisted with event planning and coordination – Handled confidential information with discretion and professionalism – Managed office supplies and equipment maintenance

Administrative Assistant 123 Industries, Chicago, IL June 2012 – February 2015

– Provided administrative support to multiple departments within the organization – Managed office supplies inventory and placed orders as needed – Scheduled meetings and appointments for staff members – Prepared and distributed internal communications – Assisted with data entry and record keeping – Handled incoming calls and directed them to the appropriate parties – Assisted with special projects and events as needed

Bachelor of Arts in Business Administration University of California, Los Angeles, CA September 2015 – May 2019

Relevant coursework: Accounting, Marketing, Business Communication

High School Diploma Westwood High School, Los Angeles, CA September 2011 – June 2015

Honors: National Honor Society, Honor Roll

– Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) – Excellent written and verbal communication skills – Strong organizational and time management abilities – Ability to prioritize tasks and work efficiently under pressure – Experience with calendar management and scheduling appointments – Knowledge of office equipment and systems – Attention to detail and accuracy in data entry – Ability to maintain confidentiality and handle sensitive information with discretion – Strong problem-solving and decision-making skills – Excellent customer service and interpersonal skills

Certifications

– Certified Administrative Professional (CAP) – International Association of Administrative Professionals (IAAP), 2018 – Microsoft Office Specialist (MOS) – Microsoft, 2017 – Professional Secretary Certification – American Society of Administrative Professionals (ASAP), 2016

Awards & Achievements

– Received Employee of the Month award for exceptional organizational skills and efficiency in managing office tasks – Recognized for outstanding performance in coordinating meetings and events, resulting in increased productivity and successful outcomes – Achieved a 98% accuracy rate in maintaining and updating confidential records and documents – Successfully implemented a new filing system that improved accessibility and efficiency in retrieving important information – Received positive feedback from colleagues and supervisors for excellent communication and interpersonal skills in handling correspondence and inquiries

Available upon request.

Secretary Resume Objective – Examples

1. Seeking a Secretary position in a dynamic organization where my administrative skills and attention to detail can contribute to the efficient operation of the office. 2. To secure a Secretary role in a fast-paced environment where I can utilize my strong organizational and communication skills to support the team and enhance productivity. 3. Looking for a Secretary position that will allow me to leverage my experience in managing calendars, coordinating meetings, and providing exceptional administrative support to executives. 4. To obtain a Secretary position in a reputable company where I can apply my proficiency in office management, document preparation, and customer service to facilitate smooth operations. 5. Seeking a challenging Secretary role that will enable me to showcase my multitasking abilities, problem-solving skills, and dedication to delivering high-quality administrative support.

Secretary Resume Description Examples

1. Efficient and organized secretary with over 5 years of experience in managing office operations, scheduling appointments, and coordinating meetings. Proficient in Microsoft Office Suite and skilled in handling confidential information with discretion.

2. Detail-oriented secretary with strong communication and multitasking skills. Able to prioritize tasks and meet deadlines in a fast-paced environment. Experienced in maintaining office supplies, answering phone calls, and providing administrative support to executives.

3. Proactive and resourceful secretary with a proven track record of streamlining office procedures and improving efficiency. Skilled in managing calendars, making travel arrangements, and preparing reports. Excellent time management and problem-solving abilities.

4. Dedicated secretary with a friendly and professional demeanor. Experienced in greeting visitors, handling incoming and outgoing correspondence, and maintaining filing systems. Strong attention to detail and ability to work independently or as part of a team.

5. Organized and reliable secretary with a positive attitude and strong work ethic. Proficient in data entry, proofreading documents, and coordinating office events. Excellent interpersonal skills and a willingness to go above and beyond to support colleagues and clients.

Action Verbs to Use in Secretary Resume

1. Organized – Demonstrated ability to efficiently manage schedules, appointments, and correspondence. 2. Managed – Successfully oversaw administrative tasks such as filing, data entry, and record keeping. 3. Coordinated – Skillfully arranged meetings, events, and travel arrangements for executives. 4. Communicated – Effectively liaised with clients, vendors, and colleagues through phone, email, and in-person interactions. 5. Scheduled – Proficiently maintained calendars, set up appointments, and coordinated meetings for multiple team members. 6. Prioritized – Expertly determined and managed tasks based on urgency and importance to ensure timely completion. 7. Drafted – Created professional documents, letters, and reports with accuracy and attention to detail. 8. Resolved – Successfully handled inquiries, complaints, and issues in a timely and professional manner. 9. Updated – Regularly maintained and updated databases, spreadsheets, and other records to ensure accuracy and accessibility. 10. Assisted – Provided support to executives and team members by completing tasks, running errands, and handling administrative duties as needed.

Mistakes to Avoid in Secretary Resume

1. Spelling and grammatical errors: Make sure to thoroughly proofread your resume to ensure there are no spelling or grammatical errors. These mistakes can make you appear unprofessional and careless.

2. Lack of relevant experience: Be sure to highlight your relevant experience as a secretary, including any administrative tasks, organization skills, and communication abilities. Avoid including irrelevant experience that does not showcase your qualifications for the role.

3. Using a generic resume template: Avoid using a generic resume template that does not highlight your specific skills and experience as a secretary. Customize your resume to showcase your unique qualifications for the position.

4. Failing to include keywords: Many employers use applicant tracking systems to scan resumes for specific keywords. Make sure to include relevant keywords related to the secretary role to increase your chances of getting noticed by employers.

5. Including unnecessary personal information: Avoid including unnecessary personal information such as age, marital status, or hobbies on your resume. Stick to relevant professional information that showcases your qualifications for the role.

6. Using a confusing or cluttered format: Keep your resume format clean and organized, with clear headings and bullet points to highlight your key skills and experience. Avoid using a cluttered or confusing format that makes it difficult for employers to quickly scan your resume.

7. Failing to tailor your resume to the job description: Make sure to tailor your resume to the specific job description and requirements of the secretary role you are applying for. Highlight your relevant skills and experience that align with the job posting to show employers that you are a strong fit for the position.

FAQs – Secretary Resume

What are the key skills and qualifications needed for a secretary position.

Key skills and qualifications needed for a secretary position include excellent communication and organizational skills, proficiency in computer software such as Microsoft Office, strong attention to detail, and the ability to multitask effectively. A high school diploma or equivalent is typically required, and some employers may prefer candidates with additional training or certification in office administration. Previous experience in a similar role can also be beneficial. Additionally, a secretary should have a professional and friendly demeanor, as they often serve as the first point of contact for clients and visitors.

How should I format and organize my secretary resume to make it stand out to employers?

When formatting and organizing your secretary resume to stand out to employers, it is important to keep it clean, concise, and easy to read. Start by including a clear and professional header with your contact information. Use a clean and simple font, such as Arial or Calibri, and stick to a consistent format throughout the document.

In terms of organization, begin with a strong summary or objective statement that highlights your key skills and experiences. Follow this with a list of your relevant work experience, starting with your most recent position and working backwards. Be sure to include specific accomplishments and responsibilities that demonstrate your abilities as a secretary.

Next, include a section for your education, certifications, and any relevant skills or software proficiency. Consider adding a separate section for any additional qualifications or achievements, such as language proficiency or volunteer work.

To make your resume stand out even more, consider incorporating visual elements such as bullet points, bolded text, or a pop of color. Just be sure to keep it professional and avoid going overboard with design elements.

Overall, the key to making your secretary resume stand out to employers is to showcase your skills, experiences, and qualifications in a clear and organized manner. By following these tips, you can create a resume that catches the eye of potential employers and helps you stand out from the competition.

What type of experience should I highlight on my secretary resume?

When highlighting your experience on a secretary resume, it is important to focus on skills and qualifications that are relevant to the role. This may include experience with administrative tasks such as scheduling appointments, managing correspondence, and organizing files. Additionally, highlighting any experience with office software programs, such as Microsoft Office Suite, can be beneficial. Any experience with customer service or communication skills should also be emphasized, as these are often key components of a secretary role. Overall, showcasing your ability to multitask, prioritize tasks, and work efficiently in a fast-paced environment will help demonstrate your qualifications for a secretary position.

How can I showcase my proficiency in office software and technology on my resume?

To showcase your proficiency in office software and technology on your resume, you can create a dedicated skills section where you list all the relevant software and technologies you are proficient in. Be specific and mention the versions of the software you are familiar with, as well as any certifications or training you have completed. You can also highlight your experience using these tools in your work experience section by providing specific examples of how you have used them to achieve results or improve processes. Additionally, consider including any relevant projects or achievements that demonstrate your proficiency in office software and technology. Overall, the key is to be clear, concise, and specific in showcasing your skills and experience with office software and technology on your resume.

Should I include a cover letter with my secretary resume, and what information should it contain?

Yes, it is recommended to include a cover letter with your secretary resume. A cover letter allows you to introduce yourself to the hiring manager and explain why you are the best candidate for the position. In your cover letter, you should include your contact information, the position you are applying for, a brief summary of your qualifications and experience, and why you are interested in the job. Additionally, you can highlight any specific skills or achievements that make you a strong candidate for the role. Overall, a well-written cover letter can help you stand out from other applicants and showcase your enthusiasm for the position.

In conclusion, a well-crafted Secretary resume should highlight your skills, experience, and achievements in a clear and concise manner. By including sections such as Objective, Summary, Education, Skills, Experience, Certification, Awards, and Achievements, you can showcase your qualifications effectively to potential employers. Utilizing a free template can also help you create a professional and visually appealing resume. Remember to tailor your resume to the specific job you are applying for to increase your chances of landing an interview.

Related Administrative Role Resumes:

Resume Tips

Choose the right format.

Select a resume format that best showcases your skills and experience. Common formats include chronological, functional, and combination resumes.

Tailor Your Resume

Customize your resume for each job application by highlighting relevant skills and experiences that match the job description.

Focus on Key Sections

Include essential sections such as contact information, professional summary or objective, work experience, education, skills, and relevant certifications.

Use Clear and Concise Language

Be concise and use action verbs to describe your accomplishments and responsibilities in each job role.

Quantify Achievements

Whenever possible, quantify your achievements with numbers or percentages to demonstrate your impact in previous roles.

Highlight Transferable Skills

Emphasize transferable skills that are relevant to the job you're applying for, such as communication, problem-solving, and leadership skills.

Prioritize Readability

Ensure your resume is easy to read by using a clean and professional font, adequate white space, and bullet points for listing information.

Proofread Carefully

Avoid spelling and grammar errors by proofreading your resume multiple times or asking a trusted friend or colleague to review it.

Keep it Updated

Regularly update your resume with new experiences, skills, and accomplishments to reflect your most current qualifications.

Seek Feedback

Consider seeking feedback from career advisors, mentors, or professionals in your industry to improve your resume further.

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Jobscan > Resume Examples > Administrative Resume Examples > Secretary Examples, Skills and Keywords

Secretary Examples, Skills and Keywords

When you're applying for a secretary position, a strong resume makes the difference. You can write a resume that gets results when you understand what employers need. Read more to learn what to include in your resume and how to structure it effectively.

Jobscan has helped land interviews with

Secretary Resume Sample

A secretary is a person who supports a professional by doing tasks like scheduling appointments and managing correspondence. Hiring managers look for applicants with strong organizational skills, independence, and excellent communication abilities . These traits are essential for managing the demands of the position.

‌‌ When you write a secretarial resume , you should focus on explaining how you demonstrate those skills. Your resume should highlight both hard and soft skills along with your previous experience. Your resume is a one-page opportunity to explain why you’re the perfect fit for this secretary position, so it’s essential to make every word count.

‌ This secretary resume example shows how the applicant explained their hard and soft skills clearly while putting the spotlight on their experience.

Detroit, Michigan • (555) 555-1234 • [email protected] • linkedin.com/in/h-simpson

Secretary | Administrative Assistant

Performance-driven leader providing high-level administrative and operational support, coordinating schedules, preparing travel and documents, while acting as a liaison between senior executives, vendors, team members, and community organizations. A reputation for driving efficiency and detail, remaining calm and calibrated in high-stress environments, and delivering best in class results.

Schedule Management | Travel Coordination | Process/Procedures Development | Process Management | Marketing Coordination | Employee Relations | Community Outreach Liaison | Database Management | Organizational Development | Customer Service | Relationship Development | Communications | Administrative Management | Front-Office Management

• Deliver executive support to the Director of Engineering and 190+ people in the department. Offer travel support, calendar assistance and organization, maintain vacation and attendance records, and support human resources with all Engineering new hire candidate needs. Monitor building maintenance and expansion, schedule conference rooms, annual event coordination and implementation, and serve as backup support to other departments.
• During first 30 days of tenure, proposed and received approval to design and establish a central mail location, which removed duplication of work and improved efficiency of mail distribution.
• Served as regional administrative support contact for Leasing Agents and Assistants; resolved issues remotely across two regions.
• Increased efficiency by acting as liaison between 20+ agents and the regional directors to streamline requests and fulfillments. Developed and implemented new timeline structure that ensured consistency in report submission and established specific deadlines for documents.
• Administered expense and travel policies by working with the accounting team to become the departments’ subject matter expert on the expense report management software.
• Managed the workflow of temporary assistants; ensured adherence to corporate policies. Facilitated new hire requirements and assisted with employee orientation and training.
• Ensured client satisfaction and performed administrative duties, including completing appropriate documentation and submitting data for social security/life insurance processing.
• Improved organizational efficiency and client services by directing the implementation of a new telephone system connecting multiple locations and enabling additional features.

Why this resume works

Secretary Resume Skills and Keywords

No matter what industry you’re in, open jobs can receive dozens or hundreds of applications. Hiring managers use tools to sort through these resumes for the best applicants before taking the time to read them. These tools check every submission for specific secretary resume keywords that are often connected with strong applications, and they filter out spam and irrelevant applications. When you list your resume skills with the right keywords, your chances of being seen increase.

Top Secretary Resume Skills

• Independence
• Time management‌
• Microsoft Word
• Flexibility
• ‌Written and verbal communication
• Problem-solving
• Attention to detail
• Microsoft Outlook
• ‌Google Suite
• Digital file organization
• Microsoft Excel
• ‌Data entry
• ‌Bookkeeping
• ‌Phone etiquette
• Prioritization
• ‌Calendaring
• Report and document preparation
• Records management
• ‌Transcription
• ‌Stress tolerance
• ‌Social media
• Interpersonal skills
• ‌Active listening

5 Resume Writing Tips for Secretaries

Once you have identified the secretary skills and experience you want to highlight in your resume, you can build your application with these five tips.

1. Start off strong

When you’re using traditional resume structures, the first paragraph after your contact information and name is known as your resume summary. A great secretary resume begins with a strong summary that explains the applicant’s work experience and important skills. You may also add a resume objective, which explains what you want out of the position.

‌ One example of an excellent secretary resume summary would be, “Experienced secretary focused on leveraging communication and document creation skills at Brown Co. 8+ years of secretarial experience includes supporting three administrators, implementing new communication methods, and reducing paper use by 85%.”

‌ This summary does two things. First, it explains how long the secretary has been in the industry, showing that they know how things work. Second, it gives specific examples of how they helped their past employers, which shows how they could solve future employers’ problems.

2. Be specific

While listing your previous jobs, be direct. List specific duties and tasks wherever possible. “Wrote emails” can be replaced with “Responded to client communications,” for example. Being clear about your secretary resume skills gives the reader a better understanding of what you actually did.

‌ ‌You should also use hard numbers if you can. Many elements of modern business record success in quantifiable metrics. If you improved efficiency or reduced paperwork, list that improvement with a number. “Cut response times by 50%” is more compelling than “improved response rates.” Using numerals instead of written-out words also helps your accomplishments stand out from the rest of your resume.

3. Include a secretary resume skills section

Many hiring teams are going to skim most of the resumes they receive. Make your resume skim-friendly by adding a section dedicated to your skills . This lets you focus on the exact skills and keywords you want to emphasize, like “organization” and “detail-oriented.” Hiring teams can also check your skills section if they need a candidate who understands a specific program.

‌ Skills sections are also an excellent way to target additional keywords that may be important to filtering systems. You may not feel like your ability to use Microsoft Office tools is worth highlighting in the responsibilities or accomplishments of any individual position you’ve had. Instead, list it under your skills subheading to make sure it’s included.

4. Separate certifications from education

There are several certifications you can get for secretary positions. If you have any of these, you can put them in their own section. This is especially useful if secretarial work isn’t your first career, because it shows you’re dedicated to the field. If you have certificates in multiple areas, list the ones that are relevant to secretary positions over those that aren’t.

‌ You should also list your certificates in reverse chronological order. This puts your most recent skills and accomplishments at the top, where readers will see them first. If you’ve been getting certificates for several years, this order puts the spotlight on your most advanced qualifications instead of your oldest.

5. Showcase your communication skills

Secretaries handle so much communication and so many documents that excellent communication skills are essential. You have the perfect opportunity to demonstrate these skills with your resume. There are two important ways you can accomplish this.

‌ First, use active voice and avoid generic terms. Instead of saying you “took part” in a meeting, you can explain what you did. “Recorded minutes” or “scheduled meetings” are good, and “designed and coordinated departmental events” is even better. The reader should instantly understand what you did and how it applies to the job they’re looking to fill. That’s a sign that you can write clearly and well.

‌ Second, proofread your resume several times, and have a friend check it for you if you have time. Typos and mistakes can be a strike against you for secretarial positions. If your resume is error-free, it shows you can produce documents to a high standard.

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Secretary Resume Examples and Templates for 2024

• Resume Examples
• Resume Text Examples

How To Write a Secretary Resume

• Entry-Level
• Senior-Level

Secretary Text-Only Resume Templates and Examples

Jerry Jackson (123) 456-7890 | [email protected] | 123 Main Street, Tampa, FL 33609

Secretary with 3 years of experience. Skilled in Microsoft Office, Outlook Mail, CRM systems, and client booking systems. High aptitude for customer service, problem-solving, and administration. Dedicated to advancing business success and raising operational efficiency. Certified Administrative Professional.

• Business Administration
• Client Booking Systems
• Data Sorting & Validation
• Information Technology
• Microsoft Office Suite
• Office Management
• Team Collaboration

Professional Experience

Secretary, Pitcher & Company Tampa CPA Firm, Tampa, FL | August 2020 to Present

• File and scan client’s legal documents
• Schedule client travel arrangements, meetings, and interviews
• Update all calendars and diaries for managerial staff
• Answer incoming calls and emails
• Organize and file all office paperwork and documents

Secretary, Walter S. Sanders & Associates, Tampa, FL | October 2019 to August 2020

• Scheduled meetings and drafted meeting agendas
• Arranged travel and hotel bookings for senior staff members
• Performed basic bookkeeping and invoicing functions
• Organized incoming paperwork
• Answered all phone and email inquiries

Bachelor of Arts (BA) Business Administration, Florida Institute of Technology, Melbourne, FL

Certifications

Certified Administrative Professional, The International Association of Administrative Professionals

Sarah Clark (123) 456-7890 | [email protected] | 123 Main Street, Cape May, NJ 08204

Secretary with high administrative and IT competency. Strong experience using Microsoft Office and complex CRM systems. Recognized for consistently raising standards of customer service and administrative team efficiency.

Secretary, Gibbons & O’Neill, Cape May, NJ | January 2017 to February 2021

• Manage and update diaries and calendars for senior staff members
• Responded to all phone and email inquiries
• Managed CRM systems
• Scheduled all meetings and interviews
• Worked in Excel daily, performing data calculations and creating formulas, charts, and graphs
• Trained junior team members to improve efficiency by 45%

Secretary, Cape Bookkeeping Tax & Insurance Center, Cape May, NJ | April 2014 to November 2017

• Drafted all meeting agendas and kept notes during meetings
• Organized and stored office paperwork
• Issued and created invoices for clients
• Provided administrative support to company directors
• Answered all incoming calls
• Streamlined invoice operations, raising efficiency 70%

Bachelor of Science (BS) Business & Technology, Stevens Institute of Technology, Hoboken, NJ | 2014

• Client Communications
• CRM System Updates
• Customer Service & Relations
• Diary & Calendar Management
• Office Administration & Management
• Universal Class Certified General Secretary, New Jersey State Secretary Association | 2016

Alice Hanson (123) 456-7890 | [email protected] | 555 Second Street, Huntington Beach, CA 01234

Reliable Secretary with 12+ years of administrative experience supporting managers and staff members. Equally efficient working independently or on a team. Adapt readily to new work challenges, conditions, and priorities.

Administrative Secretary, J&J Products, Huntington Beach, CA | December 2016 to Present

• Support 2 directors and 6 managers by maintaining calendars, booking travel, and preparing invoices
• Perform master Excel-level calculations including VLOOKUP, pivot tables, and data work
• Increased efficiency and accuracy by ~10% by leading the sales team to transfer paper filing systems to electronic data
• Negotiated new vendor contracts to reduce the sales department budget by 15%+ in 2020

Secretary, Behavioral Health Services, Newport Beach, CA | June 2010 to December 2016

• Greeted clients, answered multi-line phone system, and directed callers to the appropriate department
• Performed clerical duties including copying, printing, scanning, mailing, and organizing medical charts
• Managed office equipment and ordered new supplies as needed

Associate of Applied Science in Administrative Assistance, Long Beach Community College, Long Beach, CA | 2010

• Cross-Functional Collaboration
• Microsoft Office Suite (Word, Excel, PowerPoint)
• Reporting & Documentation
• Task Prioritization
• Time Management

Professional Administrative Certificate of Excellence (PACE), ASAP | 2017

As a secretary, your resume should showcase the variety of office management and assistant skills you have in your repertoire. Secretarial roles vary from company to company and industry to industry, so you will need to relate your skills to those in the job posting.

This guide provides valuable resume-writing insights, advice, and real secretary resume examples. We’ll also discuss the importance of aligning your resume with your career goals and the specific job you’re targeting. Let’s dive in and create a standout resume that opens doors to exciting administrative career opportunities.

1. Create a profile by summarizing your secretary qualifications

You’ll need to create an impressive and engaging resume profile to make a strong first impression on hiring managers. Keep it concise, using 2-3 sentences to highlight your key qualifications, skills, and achievements. To tailor your profile to the position you’re interested in, incorporate keywords from the job description that align with your abilities and experiences.

Customize it to show your expertise in office management, calendar coordination, and communication skills. Emphasize your ability to maintain confidentiality, multitask efficiently, and provide excellent administrative support. The focus of your resume profile should be to demonstrate how your skills and years of experience will contribute to the company’s success.

Senior-Level Profile Example

Entry-level profile example.

Secretary with three years of experience. Skilled in Microsoft Office, Outlook Mail, CRM, and client booking systems. High aptitude for customer service, problem-solving, and administration. Dedicated to advancing business success and raising operational efficiency. Certified Administrative Professional.

2. Outline your secretary experience in a compelling list

Instead of listing off everything you were responsible for in previous roles, demonstrate your value and experience through what you accomplished. To achieve this, focus on quantifying your experience by using specific numbers and measurable outcomes to highlight your achievements.

For example, mention the number of meetings you coordinated, the volume of correspondence you managed, or the number of reports you prepared. Additionally, using action verbs is a great way to illustrate how you executed your responsibilities. Start each bullet point with an action verb to add energy to your writing and feature your proactive approach to performing tasks.

Senior-Level Professional Experience Example

• Support two directors and six managers by maintaining calendars, booking travel, and preparing invoices
• Perform master Excel-level calculations, including VLOOKUP, pivot tables, and data work

Entry-Level Professional Experience Example

3. list your secretary education and certifications.

Provide employers with valuable insights into your knowledge and expertise by including relevant degrees, coursework, training, and certifications. These academic accolades further prove your qualifications and dedication to staying up to date. Start with your highest level of education and list the degree name, institution, and completion date.

Including a certification section on your resume bolsters your credibility and helps you stand out as a qualified and competent applicant in a competitive job market. Credentials such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) will validate your proficiency in office management or software applications. Format this section similarly, providing the certificate’s name, issuing organization, and completion date.

• [Certification Name], [Awarding Organization], [Completion Year]
• [Degree Name]
• [SCHOOL NAME], [City, State Abbreviation] [Dates Enrolled]
• Bachelor of Science (BS) Business & Technology
• STEVENS INSTITUTE OF TECHNOLOGY, Hoboken, NJ | 2014

4. Include a list of your secretarial skills and proficiencies

Including a list of key skills on your resume will highlight your capabilities and expertise in supporting administrative functions. These skills demonstrate your capacity to excel in the role and contribute to the smooth operation of the office. Remember, including relevant professional skills in your resume is an opportunity to showcase your strengths and demonstrate to hiring managers that you can contribute to their success. So, customize your skill section to meet the needs of the employer. Here’s a list of examples to give you some ideas:

How To Pick the Best Secretary Resume Template

A template lays the foundation and framework for your resume content, so you choose wisely. Although what you’ve written in your resume is the main attraction, how you present the information is equally important. The best resume template for a secretary is simple and organized, allowing your qualifications to shine. Opt for a template that has a simple design with plenty of white space, making it easy for employers to navigate your document. Choose classic fonts and a cohesive color scheme, avoiding overly decorative and flashy elements.

Frequently Asked Questions: Secretary Resume Examples and Advice

What are common action verbs for secretary resumes -.

We understand that writing the professional experience section of a resume can sometimes be challenging. It's common to feel stuck and struggle to find the right words to describe your work. To assist you in overcoming this obstacle, we've compiled a comprehensive list of common action verbs. These words are powerful tools that can add dimension to your bullet points, capturing the attention of employers and showcasing your capabilities. Use them to begin each bullet point in your professional experience section to show how you performed your work. Consider using some of these action verbs to energize your resume:

How do you align your resume with a secretary job description? -

According to the Bureau of Labor Statistics , secretary and administrative assistant jobs are projected to see an 8 percent decline between 2021 and 2031. With this increase in competition for positions, you must stand out among the crowd to land the job you want. The best way to do that is to customize your resume.

By aligning your resume with the job description, you can directly address the requirements and preferences of the hiring manager. Start by carefully reviewing the job description and noting the key qualifications, skills, and responsibilities mentioned. Then, incorporate relevant keywords and phrases throughout your resume.

What is the best Secretary resume format? -

The chronological format is often the most effective choice for secretaries. This format emphasizes your work history, listing your professional experience in reverse chronological order. Employers can better understand your career progression and assess your past roles, responsibilities, and accomplishments.

In some cases, a combination format can also be suitable for secretaries who want to showcase both their skills and experience. This format combines chronological and functional formats, allowing you to highlight key skills and qualifications while still providing a comprehensive overview of your work history. Alternatively, the functional format may be more appropriate for entry-level secretaries or those with employment gaps, enabling them to focus on their relevant skills and abilities. We recommend choosing the format that best suits your specific circumstances, experience level, and career goals.

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A well-crafted, complementary cover letter is a great way to increase your chances of securing an interview. To create a compelling cover letter, you must tailor it to the organization you're applying to. We invite you to read our secretary cover letter guide to learn how to do this. Check out our related cover guide letters for office assistants and administrative assistants .

Jacob Meade

Certified Professional Resume Writer (CPRW, ACRW)

Jacob Meade is a resume writer and editor with nearly a decade of experience. His writing method centers on understanding and then expressing each person’s unique work history and strengths toward their career goal. Jacob has enjoyed working with jobseekers of all ages and career levels, finding that a clear and focused resume can help people from any walk of life. He is an Academy Certified Resume Writer (ACRW) with the Resume Writing Academy, and a Certified Professional Resume Writer (CPRW) with the Professional Association of Resume Writers & Career Coaches.

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• • Streamlined office operations and reduced supply expenses by 30% through strategic vendor negotiations and inventory control measures.
• • Implemented a new document management system, improving document retrieval times by 50% and significantly enhancing information security.
• • Led a cross-departmental initiative to develop and adopt a new CRM system, resulting in a 40% increase in customer satisfaction scores.
• • Organized and coordinated over 100+ corporate events and meetings, ensuring seamless execution and positive participant feedback.
• • Supervised a team of 4 junior administrative staff, providing ongoing training and development, which led to a 25% increase in team efficiency.
• • Developed and enforced a comprehensive set of office policies and procedures, improving overall operational workflow and employee compliance.
• • Coordinated daily scheduling and logistics for a team of 20, significantly enhancing organizational efficiency.
• • Played a key role in the preparation of annual reports, contributing to the recognition of the team for excellence in accuracy and detail.
• • Managed office supply inventory, achieving a 20% cost savings by identifying and leveraging more affordable suppliers.
• • Facilitated the onboarding process for new hires, which included scheduling, document preparation, and initial training sessions.
• • Assisted in the development and launch of a department-wide internal communication platform, improving team collaboration.
• • Implemented an electronic filing system, reducing paper waste by 40% and increasing retrieval efficiency.
• • Managed scheduling and logistics for executive leadership, streamlining travel arrangements and schedules.
• • Oversaw annual budget for office expenses, cutting unnecessary costs by 15% through meticulous analysis and planning.
• • Initiated a customer feedback program, leading to actionable insights that improved service delivery.

5 Secretary Resume Examples & Guide for 2024

In this role, the Secretary manages administrative tasks, schedules appointments, and supports communication within the organization. Highlight your experience in office management, proficiency in relevant software, and ability to handle confidential information on your resume. Adding skills like time management, attention to detail, and strong organizational abilities will enhance your application. Mention accomplishments that demonstrate your efficiency and any initiatives you've led that improved office processes.

All resume examples in this guide

Entry-Level Secretary

Legal Secretary

School Secretary

Administrative Secretary

Resume guide.

Formatting Tips

Experience Section

Hard & Soft Skills

Education & Certifications

Summary & Objective

Additional Sections

Key Takeaways

By Experience

Being a secretary, especially as the sole employee, has its challenges. Some struggle with the thought that they have limited career growth opportunities, but others enjoy having all these projects around the office and tasks to keep them occupied. Yes, the role mainly involves clerical work, and the compensation might not always reflect the scope of duties performed.

Despite these hurdles, the job teaches valuable skills like organization, multitasking, and effective communication, laying a strong foundation for any future career path including in HR, Marketing, Project management, Law, etc. Every experience contributes to your professional growth.

For those looking to enter or transition into the secretarial field, having a compelling resume is important. This guide will teach you how to present your skills and experiences on your resume and more.

You'll also discover:

• How to choose a resume format that shows off your secretarial experience and passes ATS checks;
• How to highlight your top achievements in the work experience section;
• How to list key secretarial skills that match the job ad's keywords;
• How to open with a concise summary or objective that will impress employers.

Interested in exploring other roles within the administrative field? Browse through our related guides for more insights.

• Legal Secretary Resume
• School Secretary Resume
• Administrative Secretary Resume
• Office Assistant Resume
• Office Administrator Resume
• Secretary Cover Letter Example

How to format a secretary resume

If you're an experienced secretary, using a reverse chronological resume  can effectively show your successes across different offices or organizations.

In case you're new to the secretarial profession and thinking about the best way to present your resume, there are a couple of options worth considering. A hybrid resume  could be the perfect solution if you’re switching fields or have accumulated skills from multiple jobs. It helps you illustrate a combination of your abilities along with your professional experiences.

Another case is if you've had some gaps in employment. In a situation like this, a functional resume  might be the way to go. It's not the usual pick for secretary jobs, but it focuses more on your skills and what you can do, rather than just listing jobs in order, so it could really help you stand out.

Explore these formatting hacks to grab attention:

• Pick a resume template  that suits your professional style. A two-column layout is great for holding plenty of information and makes it easy to read quickly.
• Use professional fonts . In addition to Arial, Calibri, and Times New Roman, our resume builder includes ATS-friendly options like Lato, Rubik, and Volkhov. Stick to a font size of 10 to 12 points for clarity.
• Choose an easy-to-read layout with adequate spacing and 1-inch margins .
• Check the job description to find out if you need to add a photo to your resume . While it's often not recommended in the US, your role may require one due to frequent face-to-face interactions.
• Strive for a one-page resume , which is often more effective than a longer one.
• Start with a header  that includes your name, professional title, and contact information.
• Always save your resume as a PDF  to keep its formatting consistent across different devices.

Adding your updated LinkedIn profile link  to your resume could boost your chances of landing an interview by 71%. It's a simple yet effective move many overlook.

Take advantage of our intuitive AI resume checker . It evaluates your resume on 16 crucial points for free, helping you make it impressive to recruiters.

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Consider these key resume sections  to enhance your application.

The top sections on a secretary resume:

• Contact information :  It is essential to include your full name, address, phone number, and professional email for the employer to reach out to you easily.
• Profile summary:  A well-written summary that highlights your experiences and skills as a secretary can instantly catch the attention of recruiters.
• Professional experience: This section is crucial to illustrate your work history relevant to the secretary position.
• Relevant skills : Including a list of your secretarial skills like communication, organization, and computer skills, for instance, can demonstrate your capabilities to perform the secretary role effectively.

Put together carefully, these sections can prove you're a good match for the role. Spend some time reviewing the job description  to find relevant keywords  that you should add to your resume. Below are some key elements recruiters look for that your secretary’s resume absolutely needs to include.

What recruiters want to see on your resume:

• Relevant experience: Recruiters look for candidates with prior experience in secretary roles as this indicates familiarity with the duties and challenges of the job.
• Organizational skills: Secretaries need to manage calendars, schedule appointments, and keep track of various documents, so recruiters prioritize candidates who demonstrate exceptional organizational abilities.
• Communication skills:  As secretaries often serve as a bridge between management and other staff or external parties, strong oral and written communication skills are highly prioritized.
• Technological knowledge: Modern offices require the use of various software tools and platforms such as Microsoft Office, scheduling programs, and databases. Therefore, recruiters give preference to candidates adept at using these tools.
• Professionalism: A secretary often acts as the public face of an organization, engaging with clients and visitors. Therefore, recruiters value candidates who demonstrate professionalism, politeness, and approachability.

Next, let's focus on the information for your upcoming resume, beginning with your work experience .

How to write your secretary resume experience

This section is crucial as it shows your experience and specific areas of expertise. While other parts of the resume contribute to your overall profile, your work history concretely displays your hands-on skills and notable achievements.

For a secretary role, it's best to list your work experiences starting with the most recent position and moving backward. Make sure to include the job title, the name of your employer, the location, and the dates you were employed. It's also vital to detail your responsibilities and accomplishments through bullet points, using action verbs  to kick things off.

For example, you can highlight improvements you made, such as "Introduced a digital filing method that reduced time spent on document searches by 20%."

Let's review an example of how NOT to present your work experience.

• • Involved with office documents and their organization.
• • Scheduled activities for executives.
• • Dealt with incoming and outgoing communications.
• • Assisted in the coordination of various events and meetings.

Why this isn’t a good example:

• It doesn't show how the work helped the office run smoother.
• There are no numbers to prove things got better.
• It skips over any special skills.

Let's check out a better example.

• • Improved document organization, leading to a 20% faster retrieval time.
• • Managed and optimized schedules for executives, leading to a 50% reduction in scheduling conflicts.
• • Handled all incoming and outgoing communications, ensuring a 24-hour response time.
• • Played a key role in planning and executing corporate events, increasing attendee satisfaction.

The second example stands out because it includes specific metrics that employers notice. It shows clear achievements and the impact of your work.

It's important to note that all these efforts won't make a difference if your resume isn't tailored to work well with ATS systems . Employers use them to sort through resumes by looking for certain keywords, skills, and qualifications related to the job.

You might be thinking about other ways to make a good impression with your experience, and the good news is, there are. Below you’ll find more ideas.

How to quantify impact on your resume

You can show your impact by adding specific  numbers to your resume . This is key as it offers solid proof of what you've done. Consider adding some of these things if applicable to your resume:

• Quantify the number of executives or staff members you provided support for in your past roles.
• Specify the volume of calls or emails you've managed on a daily, weekly, or monthly basis.
• Reference the size of meetings or events you've coordinated in terms of participants.
• Indicate the amount of data in files or documents you were responsible for managing or archiving.
• List the number of travel schedules and accommodations you've arranged.
• Detail the percentage of time or resources you have saved through efficiency improvements or procedure changes.
• Display the number of reports or documents you have prepared or proofread.
• Include the number of languages you're fluent in, as multilingual abilities could be highly beneficial in communication.

Including a unique section like My Time  can be quite beneficial because it can show how you manage your daily tasks, giving insight into your time management.

Next, let's discuss the more essential skills that a secretary should possess to be considered suitable for the position.

How to list your hard and soft skills on your resume

Adding a skills section to your resume  shows important abilities, flexibility, and professionalism, crucial for both seasoned secretaries and those just starting.

For a secretary, hard skills  include specific, learnable talents such as typing speed, proficiency in office software, and understanding of administrative procedures. Soft skills  involve personal qualities and social abilities like dependability, attention to detail, effective communication, and more.

When picking skills to feature in your resume, make sure they're relevant to the position you’re applying to. The point of listing skills is for you to stand out from the competition. Stay away from repetitive, meaningless skills that everyone uses in their resumes.

Best hard skills for your secretary resume

• Typing speed
• Microsoft Office
• Office Administration Software
• Data entry skills
• Record keeping
• Proficiency in CRM software
• Proficiency in ERP systems
• Business correspondence
• Database management
• Professional phone etiquette
• Data analysis
• Slack/Google Meet/MS Teams
• Accounting software like QuickBooks
• Calendar and scheduling tools
• Email management
• Project management tools like Trello or Asana

Your role demands a strong soft skills set, too.

Best soft skills for your secretary resume

• Communication
• Time management
• Problem-solving
• Decision making
• Organizational Skills
• Multitasking
• Attention to Detail
• Active listening
• Coordinating
• Confidentiality
• Proactivity

Typically, it's best to list between 5 to 10 skills on your resume. Pick those that match the job description and showcase your strengths. Customize this part for every job application, to mirror the skills the employer seeks.

How to list your education and certifications on your resume

In your resume's education section , you can list any degrees and certifications you have. While office secretaries don't need formal training, having a degree or one you're working towards can offer more insight into your background to employers. Make sure to mention any honors or special recognitions too. If you have a degree beyond a bachelor's, it's okay to skip listing your high school education .

What to include in the education part of your secretary resume:

• Degree name:  Specify the degree you have.
• Institution name:  Name the place where you got your education.
• Graduation date :  When you graduated or when you expect to graduate.
• Field of study:  If applicable, mention your field of study, especially if it's related to data management or IT.
• Certifications:  List any certificates you obtained related to data entry.
• GPA:   Include your GPA  if it's over 3.5 and you've graduated recently.

Check out the resume example below for guidance:

• • Specialization: Administrative Management

If you hold a certain major and a minor , your majors should be mentioned first.

Certifications in office management, software usage, and data security on your resume can significantly enhance your profile for a secretary position and show employers your initiative in expanding your skill set beyond traditional education.

Here, we recommend 4 certifications that are valuable for secretary roles.

Best certifications for your secretary resume

• Microsoft Office Specialist (MOS) Certification
• Organizational Management (OM) Specialty Certificate
• Certified Administrative Professional (CAP)
• Certified Professional Secretary (CPS)

Let's proceed to the part of your resume that first grabs the attention of hiring managers - the summary or the objective.

How to write your secretary resume summary or objective

Making a strong resume summary or objective for a secretary role means clearly showing your skills, experience, and what you bring to the job. The choice between a summary and an objective depends on your professional history and career goals.

Here's a guide to help you choose.

Resume summary

A resume summary  works best for secretaries who have a lot of experience. It should showcase your main achievements, crucial skills, and how you fulfill the requirements of the office or company.

Here's a winning approach:

Resume Summary Formula

When writing a resume summary or objective, avoid first-person narrative .

Resume objective

If you're starting as a secretary, consider an objective statement . It focuses on what you aim to accomplish, your key skills, and how you plan to enhance and contribute to the success of the office or organization.

Here are practical tips for crafting a compelling summary or objective tailored specifically for a secretary role:

• Be succinct: Keep it short up to 3 sentences for a resume objective and up to 5 for a summary. Make sure the statement clearly shows your work history or goals.
• Personalize it:  Customize your summary or objective to match the requirements of the secretary position and the unique characteristics of the office or organization you're applying to.
• Use relevant numbers: Enhance your credibility by providing specific examples and measurable metrics that highlight your successes in previous roles. For instance, you could mention, "Managed scheduling for 50+ appointments weekly with a 90% on-time rate."
• Focus on key skills:  Underline important skills needed for a secretary job, like being good at managing the office, talking and writing clearly, and paying close attention to details.

By dedicating effort to creating a tailored and concise summary or objective, you can significantly elevate the impact of your resume.

Additional sections for a secretary resume

To enhance your secretary's resume, think about adding a few extra sections. These can offer a fuller picture of who you are to recruiters:

• Volunteer work : Got experience volunteering, especially in roles that involve organization, health, or customer service? Share it. It highlights your willingness to go the extra mile.
• Achievements:  Share your wins, like any awards, positive feedback, or events you've coordinated. This can show your commitment and skills.
• Language skills :  If you speak more than one language, definitely mention it. It’s a big plus in communicating with a varied group of people.
• Passions: Talk about what you love doing outside of work, like reading, outdoor activities, or traveling. These hobbies and interests  can show your well-rounded nature and suitability for the company’s culture.
• Professional references : Including references from previous jobs can boost your secretary's resume. Pick those who can share positive feedback about your work and attitude no matter the industry.

Key takeaways

Here’s what you should be taking away:

• Choose a resume layout that sends the right message and fits your current career situation;
• Be specific about your experience, accomplishments, and future goals in your summary or objective;
• Use keywords from the job ad to make your resume Applicant Tracking Systems (ATS) friendly.
• Feature detailed metrics and specific examples that show the impact you made in your previous roles;
• Add all of your certifications that you have and match the job description;
• Show off a dash of personality in your resume that will demonstrate your culture fit and the right mix of hard and soft skills.

Secretary resume examples

Explore additional secretary resume samples and guides and see what works for your level of experience or role.

Looking to build your own Secretary resume?

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Secretary Resume PDF’s & Writing Guide

When you are seeking a job as a Secretary, our comprehensive Secretary resume sample may come in handy as a template to write up your own unique resume that will grab the attention of prospective hiring managers and recruiters.

Secretaries can work in a variety of industries and in small, medium, or large companies. How to create a resume into an interview-winning document, will be easier with our: How to Make a Resume Guideline for Secretary Roles?

What you can read in this article

Secretary Resume PDF Examples

(Free sample downloads are at the bottom of this page)

Secretary Resume Writing Guide

Resume sections.

1. Contact Information: Name, Address, Phone Number, Email. Be sure to include alternative contact channels, as well as your LinkedIn profile or Facebook URL details.

2. Profile Summary: This introduction to your resume must make an impact on the reader. Include a broad overview of your background, years of industry experience, and the industry sectors of interest (1-3 sentences max).

3. Qualifications Summary: Provide accurate details about the certifications and qualifications you have completed with the institution, qualification name, and dates. Remember to add qualifications you are currently completing too. For Secretary roles, a high school diploma is often the only requirement.

4. Relevant Secretarial Experience: Your resume should have no more than two pages, therefore limit your career history to the last ten years.

5. Other Employment Experience: This will consist of permanent work history outside of secretarial duties, but still in an administrative environment. Only elaborate on your or temporary and vocational jobs. With job duties, if you have less than five years of administrative experience. Otherwise, just list job title company and duration as to make sure there are no gaps in your employment history.

6. Skills Summary/Key Skills: Incorporates keywords and terminology from the job advertisement and align them your specific skill set. This adds much-needed report to your resume.

7. Licenses / Certifications / Relevant Coursework / Training: Start with post-school diplomas or certifications if applicable. List any professional development courses, workshops or programs you completed that better prepared you to work as a Secretary such as database management, calendar management, virtual filing systems, conflict resolution, crises management techniques, and office etiquette.

What to Highlight in a Secretary Resume

Recruiters and hiring managers will form an impression regarding your resume within 6 seconds. They often merely skim through resumes due to volumes of applications. It would be best if you highlight your most important ‘’value add’’ in your career summary (see our next accomplishment section) at the top of the first page to increase your visibility as a potential contender for the role.

Firstly, a secretary is responsible for the administrative, planning, and organizational duties involved in maintaining a business. They differ from office assistants because the scope of work is concentrated on work-related duties and servicing of more than one employee as opposed to personal assistants that perform work and personal tasks and is focused on providing service to one person. Provide brief information about the department you work in and how many staff members you provide secretarial duties too.

The second aspect is the type of Secretary that you are as there are several specialized secretarial roles evident nowadays. Secretaries may be categorized as follows:

General Secretary: Conducts a variety of clerical duties such as filing, typing, faxing and copying as well as screening and transferring calls of general departments like marketing, finance, logistics, human resources and so forth.

Legal Secretary: They work in a lawyers or attorney’s office or the legal department and would typically need additional legal qualifications and certifications to prepare briefs, legal documents, summonses, and contracts.

Corporate Secretary: High specialized role where the incumbent would communicate with board members and shareholders, ensure that company reports adhere to federal and state regulations and prepare high-level reports and correspondence for annual general meetings and also oversee company registrations and documentation related to mergers and acquisitions.

Medical Secretary: In this role, the secretary would provide clerical support to clinical staff and physicians. Knowledge of medical terminology and well as hospital administration terms and also health insurance terminology is needed for this role and secretaries would often complete post-school qualifications in the clinical administration field.

Next, you need to highlight is the scope or level of your role. Do you perform routine clerical work relating to filing, drafting letters, typing documents, and taking minutes? Are you also involved in scheduling meetings, managing calendars, handling email responses and queries on behalf of your department, and operate electronic mail systems to coordinate the flow of information? You may also be given added responsibility where your judgment and decision-making skills come into play if you are the ‘’gatekeeper’’ who screens callers, walk-in visitors or email requests (basically deciding who gets into contact or is allowed a face to face appointment with a manager or supervisor and who doesn’t).

*Cool Tip for a stellar resume

Take your resume to the next level by creating feature and benefit statements of your ‘’value add’’ in a Secretarial capacity.

All about Tools & Tech

Gone are the days of typewriters, little black books and post-it notes in the life of a secretary. If you are familiar with administrative software and digital tools, remember to highlight these in your resume

• Time Tracking: Time Doctor Asana, Basecamp, GitHub, Salesforce, Teamwork, Trello, Zendesk,
• File Sharing / Storage: Google Apps, Huddle, DropBox, 15Five, pCloud
• Social Media Management: Buffer, Meet Edgar, Canva, DrumUp, PostPlanner
• Scheduling: Doodle World Time Buddy, Float
• Meeting Software: EzTalks, Join.me, UberConference, Brosix
• Faxing: HelloFax, Gotofax
• Proofreading/Editing: Grammarly, ProWriter, Hemingway, White Smoke

Secretary Career Summary

Resume objectives are old-school. Prospective employers are not interested in your personal career goals; they want to know about core competencies, valuable skills, and significant accomplishments.

Keep your career summary brief and to the point. Think of it as a half-minute proposal for the job. They want to see instantly that you can handle multiple tasks simultaneously and provide excellent support services to managers, employees, and customers, do problem-solving and type up an accurate correspondence.

Start your career summary with your years of experience in the industry and one or two of the primary duties you performed. Use the purpose of the job (usually the first paragraph of a vacancy description) as your guide to creating a resonance between your resume and the job posting.

Secondly, include a sentence about, outstanding qualities you possess that will add value to the business department. A hiring manager would be interested to see if you have “strong clerical skills, are people orientated, have excellent multi-tasking abilities and that you are pro at handling difficult situations.” It’s important to note that these qualities should be proven with examples in the professional experience section to re-enforce your message.

Career Summary examples:

Summary example 1.

Qualified and dedicated secretarial professional with intricate knowledge of office management procedures. Proficient in the latest MS Office Suite and other office administration platforms. Holds a Certified Professional Assistant (CPA) qualification. Adept at servicing large business departments of up to 100 employees.

Summary Example 2

Highly dependable and industrious Legal Secretary with more than ten years of experience at highly acclaimed legal practices. Proven ability to compile complex legal documentation and summonses on behalf of the Managing Partners. Currently completing a Para-Legal diploma and proficient in short handwriting and audio transcribing software applications.

Summary Example 3

Enthusiastic and dynamic Secretary with four years of experience working for a private hospital. Excellent at coordinating patient appointments with doctor’s consulting room capacity and a pro at handling payment queries and health insurance claims. Currently pursuing a Project Management Professional (PMP) qualification.

Secretary Job Descriptions

A prospective employer would expect to see the specific foundational duties and skillsets within a Secretary’s resume. Herewith a few examples of noteworthy Secretary duties in various industrial environments.

A General Secretary to Middle/Senior Management may:

• Responsible for meeting and greeting clients, directing them to the appropriate boardrooms and organizing beverages
• Manage upload and update customer files
• Maintain filing system and categorize clients in alphabetical order and create associations to the relevant manager, business type and billing values
• The first point of contact for all incoming and outgoing mail as well as telephone inquiries
• Responsible for taking minutes during meetings and compile memo’s afterward for distribution to stakeholders
• Respond to queries and complaints on behalf of managers and senior employees
• Prepare relevant letters, proposals and company documentation according to pre-approved templates
• Accountable for all office equipment such as scanners, copiers, and printers
• Run errands and complete general clerical tasks like proofreading travel arrangements and calendar management for all departmental staff

A Corporate Secretary may:

• Implement record-keeping systems
• Write reports for the board and create agendas for annual shareholder meetings
• Responsible for corporate compliance of company documents like registrations, stockholder correspondence, proxy notifications, disclosure information, and contract addendums
• Keep updated with all state laws, security and exchange commission regulations and federal legislation regarding directing company business conduct
• Prepare and plan for quarterly board meetings and taking minutes at these board meetings as well as the annual shareholder’s meeting
• Advise the board of directors regarding their roles and responsibilities relevant to corporate governance
• Responsible for orientation, education, and training of new directors, and preparing relevant documentation packs for the audit committees

A Medical Secretary may:

• Screen incoming calls and take messages on behalf of physicians and healthcare administrators
• Schedule patient appointments with doctors, radiology, and sonar departments
• Managing calendars of physicians, physiotherapists, and surgeons
• Write referral letters to be approved by physicians to other health care providers and administer logistics around, CT Scans, MRI’s, X-rays, lab tests and physical therapy sessions
• Prepare medical reports and summaries according to patient histories, operative notes, manuscripts and correspondence
• Maintain patient records and organize appropriate filing systems
• Responsible for direct patient and insurance provider billing, monitoring accounts receivables, initiating collection calls, and notifications

A Legal Secretary may:

• Write, record, transcribe and proofread legal documentation
• Responsible for filing, organizing, scanning, copying and faxing legal documents
• Schedule hearings, court depositions, and client meetings
• Make travel arrangements for managing partners, attorneys, and investigators
• Process invoices from vendors and suppliers
• File documents with the court according to hearing deadlines
• Liaise directly with attorneys, administrative personnel, courtroom staff members, clients, expert witnesses, and commercial vendors.
• Train new paralegals regarding the protocols surrounding filing and submitting courtroom documents

Highlight Your Accomplishments

The achievement and accomplishment section is paramount to making it to the shortlisting pile of applications. You may either choose to include your accomplishments in a separate section of your resume or sprinkle them into your job descriptions by adding one key ‘’wow’’ factor to every role you have had.

Your goal is to think about what sets you apart, what you are most proud of, or what you achieved in your previous roles. Don’t forget the numbers. Ask yourself, “How much?” “How many? How Fast? and How Often?” questions. Then incorporate these answers into your accomplishment statements as a measure of quantification.

Example Accomplishment Statements:

– Successfully designed and implemented a digital client information database and transferred over a 1000 client profiles from paper files to electronic data reducing information retrieval time by 80%

– Accurately monitored, uploaded and updated multiple business accounts with a zero error percentage achieved during the time employed by the company and created an automated notification system to congratulate clients on their birthdays and send well wishes during special holidays.

– Instrumental contributor to the office supply inventory system which standardized purchases and office equipment and furniture orders across all 15 of the branches resulting in bulk discounts between 15% and 20%.

Secretary Education Section

The education section forms a fundamental part of your resume, regardless of whether you have a degree or not. Nowadays, secretaries have access to numerous online courses, workshop events, and diplomas or certifications that allows for career development and training.

List your post-schooling education by indicating the commencement date and completion date for diplomas, associate degrees, and bachelor degrees (for courses, you can just list the date of completion). Next, comes the full name of the qualification, the institution, the city followed by the abbreviated state name. List your high school diploma details similarly, but only include this when you have less than five years of working experience.

Here are some examples of a Secretary Resume in terms of education:

2018 – Current Bachelor’s Degree in Business Administration, Biloa University, Online

2016 – Certified Office Assistant, International Association of Administrative Professionals (IAAP), Minneapolis. MI

2013 – Certified Associate in Project Management, Project Management Institute PMP), Dallas, TX

2010 – Certified Administrative Professional (CAP), International Association for Administrative Professionals (IAAP), Columbia, MO

2009 – Keyboarding and Word Processing Course, Microsoft Online

2008 – English for Business Course, Udemy, Online

2007 – Transcription Course, Central New Mexico Community College

The Secretary Resume Skills Section

The secretarial field requires specific hard (core) also called technical skills. However, employers also look for soft skills or personal skills. These are the personality traits or features that indicate to your fit as a Secretary. Make a point of including these into your summary and your accomplishment statements.

Technical Skills Examples

• Educational Attainment : Secretaries typically do not have to complete any degrees (apart from Corporate Secretaries where a bachelor is mandatory). With that said, any type of post-schooling qualifications will boost your chances of getting a job. Therefore, remember to list all the relevant in-house training, diplomas, short courses, or workshops you have completed.
• Technical Aptitude : Writing, Proofreading, Reporting, Screening Calls, Create Responses, Oral Communication, Time Management, Critical Thinking, Decision-making, Office Administration, Typing Speed, Short Hand Writing, Audio Transcribing, Word Processing Software, Presentation Software, Calendar Management, Office Equipment, Copying, Faxing, Scanning, Spreadsheets, Data Entry, Database Maintenance, Memo’s, Research, Report Writing, Organizing Events, Ordering Stationary, Office Furniture Purchases p

Soft Skills Sheet

Qualifications/Certifications associated with Secretaries

Action Verbs for your Secretary Resume

Professional Information for Secretaries

Sectors : Various Career Type : Administration, Support, Back Office, Clerical, Correspondence Person type : Administrator, Organizer, Scheduler, Communicator,, Representative Education levels: High School Diploma to Post School Diplomas Salary indication : General Secretary $34,566 to $43,756 . Legal Secretary from $35,785 to $45,345 . Legal Secretary between $58,197 to $74,613 , Corporate Secretary $165,519 to $257,121 (*Salary.com) Labor market : Estimated 5 % decline between 2016 – 2026 (* bls.gov ) Organizations : Unlimited

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Office Secretary resume examples & templates

Whether you're looking for an administrative career or just want to get your foot in the door at a great company, an office secretary job can be the perfect starting point. You likely have many of the organization skills you need to jump right into this job so all that's left to do is prove that you're the right fit for the employer's opening. That's where a great office secretary resume comes in. This document will help show your previous experience to win over the employer and beat out the other candidates.

Luckily, you've come to the right place. With 300+ occupation-specific resume examples and writing guides, Resume.io is a resource for job seekers in all fields and experience levels.

This guide, along with our office secretary resume example, will show you to how:

• Craft a resume sample with all the important sections including summary, employment history and education
• Format a resume that showcases your skills and experience
• Create a layout and design that catches the hiring manager's attention

What does an office secretary do?

Office secretaries provide administrative and clerical support in offices. They may work for an entire office, a department, or an individual. They seek to provide optimal support to others and work to ensure that office procedures run smoothly. Office secretaries typically handle administrative and clerical tasks and work to support office personnel. They usually are responsible for organizing schedules, making appointments, answering phones, and handling other similar support tasks. An ideal candidate should possess strong organizational and communication skills, enabling them to provide the best form of support to others.

Office secretaries work closely with other administrative professionals and may even apply for related jobs. Find more writing tips and tricks in our office assistant resume example , administrative assistant resume sample , receptionist resume example or office clerk resume sample .

How to write an office secretary resume

The first step to writing a great office secretary resume is knowing which sections you'll need to include. Here are the essential components of your CV:

• The resume header
• The resume summary (aka profile or personal statement)
• The employment history section
• The resume skills section
• The education section

An office secretary resume should highlight a candidate’s ability to provide optimal support and perform secretarial duties for offices. The resume should showcase a candidate’s administrative skills, communication skills, and motivated attitude. Office Secretaries should be adept in working in fast paced environments, and have the ability to multitask and prioritize goals efficiently. The ideal candidate exhibits skills that pertain to providing excellent administrative and clerical assistance in an office environment.

Optimize for the ATS.

When applying to medium or large companies, the hiring manager is likely not the first set of "eyes" who will look over your cover letter. ATS or Applicant Tracking Systems are algorithms built into most of today's online application portals. These resume scanners search for keywords in your application and rank you against the other candidates. Only the top-scoring resume samples will be passed on to the human HR manager. 

Luckily, there are a few things you can do to avoid being filtered out:

• Read the job description closely and take note of any job duties, skills or other requirements emphasized by the employer.
• Place these "keywords' onto your resume in the appropriate sections using the exact language from the job description.
• Take care not to engage in "keyword stuffing" which is when you deliberately overuse keywords in an effort to beat the bots. You might succeed against the ATS but the hiring manager won't appreciate it.

Choosing the best resume format for office secretaries

Office secretaries who have had some experience in administration or related fields should opt for the reverse chronological resume format. This structure features a prominent employment history section where you have a chance to explain your relevant skills. This is the format hiring managers expect to see and which is most easily read by the ATS.

The next best option for office secretaries is the hybrid resume format. This structure starts with a "Skills" or "Experience" section followed by a shorter employment history section. It's a great choice for recent graduates or those making a career change. 

Resume summary example

The resume summary is 3-5 sentences which allow you to point out your most relevant skills, experience and qualifications. It's also a great place to add some personality to your application. An office secretary is one of the most outward-facing roles in a company, so it's important to convey your welcoming character right from the start of your resume.

Highlight your biggest accomplishments and attributes here. Remember to use as many powerful action verbs and job specific information as you can. Office secretaries play a vital role in achieving success in offices. Highlighting your key attributes that prove your qualifications and accomplishments here is crucial. Check out the summary from our resume sample below.

Experienced and self-motivated Office Secretary with ten+ years of industry experience overseeing the main offices of schools. Highly competent communicator skilled in multitasking and effectively communicating with others. Bringing forth a proven track record of successfully managing offices, and helping to lead school professionals to work toward reaching goals.

Employment history sample

The employment history section is the place to showcase your previous experience and the results you achieved. List all positions relevant to an office secretary position, starting with the most recent and working backwards through 10 years of experience (or as much as you have). Remember to use powerful action verbs and mention job specific accomplishments that prove you are an excellent candidate. Numbers and statistics can help quantify your achievements. Here's the employment history section from our office secretary resume example:

Office Secretary at The Hanover School, Rutherford  August 2015 - September 2019 

• Served as a friendly and helpful first point of contact in the Administration Office.
• Directed visitors to appropriate offices and school wings.
• Answered phones and delivered important messages to school staff and students.
• Scheduled school events and created and maintained the school calendar.
• Processed payroll and distributed paychecks to employees.
• Maintained inventory and ordered supplies as necessary.
• Assisted school employees and parents of students with tasks as needed.

Office Secretary at Maxwell and Hudson, New York  November 2011 - June 2015 

• Performed a variety of administrative duties, including answering phones, taking and delivering messages, writing memos, making copies, faxing documents, and greeting visitors.
• Maintained office schedules and filing systems.
• Handled office correspondence and incoming and outgoing mail.
• Managed office space and office equipment.
• Maintained work logs for office employees.

Office Receptionist at Deerfield Plumbing, Rutherford  August 2009 - October 2011 

• Greeted visitors, checked them in and out, and answered all questions and inquiries.
• Handled payments and filed all financial transactions and receipts.
• Edited and proofread written advertisements and submitted them to local newspapers.
• Made copies, faxed documents, and provided optimal administrative support to employees.

CV skills example

The skills section of your CV is the place to show that you have a balance of those all-important people skills along with the technical abilities that allow you to do your job effectively. These hard and soft skills should come directly from the job description in order to help you pass the ATS resume scanners. You should also make sure to build a coherent picture with the other sections of your resume. A hiring manager looking for an office secretary is looking for an individual with superior project management and multitasking skills. Be sure to include job specific skills. Check out the CV skills example from our office secretary cover letter sample below:

• Superior Administrative Skills
• Excellent Organizational Skills
• Bookkeeping Skills Superior
• Multitasking Skills
• Prioritizing Tasks

Office secretary resume education example

The resume education section is the place to list all degrees and certifications that you may have. Although office secretaries aren't required to hold any formal training, a degree or one in progress can give more information about your background to the employer. Any honors or distinctions should be noted here as well. If you hold a degree higher than a bachelor degree, you may leave out your high school. See the resume sample below:

Associate of Business Administration, Hunter College, New York  August 2010 - June 2012 

High School Diploma, Lincoln High School, New York  September 2005 - May 2009

Resume layout and design

The layout and design of your resume speaks to the hiring manager before they've even read a word on the page. That's why it's important to make sure this section is attractive and appropriate for the look and feel of the company. A great header should catch the hiring manager's attention and convey your important contact information so that they can easily get in touch with you should they want to set up an interview.

A resume template can be a great way to get started on creating a professional-looking resume. These pre-made layouts allow you to fill in your own information without worrying about the font sizes, spacing or other concerns.

• Keep a balance of white space and text to avoid visual fatigue for the reader
• Stick with the same one or two font styles throughout your resume
• Consider using different layouts for different openings based on the employer's style
• Submit a resume with spelling or grammar mistakes
• Include your mailing address in the header when applying online
• Go overboard with too much color or cutesy icons

Key takeaways for an office secretary resume

• An office secretary resume should include the most common sections like a summary, employment history and skills component
• Your summary is the best place to add some personality to the resume which is important in a role like office secretary
• Don't forget to quantify your experience with numbers and action verbs
• Reverse chronological is the best resume format option for candidates with at least a bit of work experience
• A great layout and design says a lot about your professionalism so make sure the header stands out

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Secretary Resume Samples

The guide to resume tailoring.

Guide the recruiter to the conclusion that you are the best candidate for the secretary job. It’s actually very simple. Tailor your resume by picking relevant responsibilities from the examples below and then add your accomplishments. This way, you can position yourself in the best way to get hired.

Craft your perfect resume by picking job responsibilities written by professional recruiters

Pick from the thousands of curated job responsibilities used by the leading companies, tailor your resume & cover letter with wording that best fits for each job you apply.

Create a Resume in Minutes with Professional Resume Templates

• Network with other assistants at agencies and management companies
• Responsible for providing secretarial works to Partners/Managers and team members
• Providing reception and assistance service for key customers and management
• Create and develop orientation materials and provide orientation for 50-60 international, visiting medical students from seven universities worldwide
• Provides full-time secretarial assistance to the Contract Manager
• Manages the Workshop’s main email account. Creates templates and sends email confirmations
• Hires and provides leadership to student employees including assigning tasks, reviewing work, training and answering questions regarding work
• Provides full-time secretarial assistance to the Division Manager or Section Manager
• Provide backup assistance to the Administrative Assistants
• Assisting the SHE Manager and Assistant HRBP with any general queries
• Provides support by typing / creating memorandums, reports, charts and correspondence as requested by the Director, Assistant Director, or Operations Manager
• Provide clerical and administrative assistance to the Director of Facility Operations and Engineering and IT Manager as necessary
• Manages SC audit management responsibilities, and resolution of open items through communication with coalition management
• Manage provider directories and technical assistance mailboxes & various email lists
• Highly responsible with strong work ethic, great attention to detail, and consistent punctuality
• Maintaining a professional demeanor and exhibiting a strong sense of responsibility and reliability
• With strong sense of responsibility and excellent communication skills, able to work under high pressure
• Strong attention to detail and ownership for the delivery of high quality work
• Ability to work well with a team, have excellent customer service skills, and be able to relate well with people
• Ability to perform basic mathematics (e.g., add, subtract, multiply, and divide whole numbers, fractions, and decimals, and to calculate percentages)
• Ability to multi-task, manage details and organize efficiently and effectively
• Proficiency in Microsoft WORD and EXCEL and Adobe Acrobat Professional
• Ability to communicate with physicians, patients and hospital staff in a professional manner is essential
• Excellent business English both written and oral. Outstanding attention to detail is essential

15 Secretary resume templates

Read our complete resume writing guides

How to tailor your resume, how to make a resume, how to mention achievements, work experience in resume, 50+ skills to put on a resume, how and why put hobbies, top 22 fonts for your resume, 50 best resume tips, 200+ action words to use, internship resume, killer resume summary, write a resume objective, what to put on a resume, how long should a resume be, the best resume format, how to list education, cv vs. resume: the difference, include contact information, resume format pdf vs word, how to write a student resume, secretary resume examples & samples.

• Draft and proof internal and external letters and memos
• Manage a fast-paced, wide-ranging desk
• Answer calls
• Scheduling, coordinating calendars and making travel arrangements
• Prepare letters and memoranda
• Ordering and stocking of office supplies
• Prepare expense reports
• Maintain a data base
• Provide back-up to other secretaries within the group, as well as assist with other department administrative support responsibilities
• Minimum 1 year administrative support experience assisting an entertainment attorney at an entertainment law firm or in-house legal department
• Previous contract experience; redlining experience
• PC knowledge - Microsoft Word /Outlook (current versions)
• Strong proofreading skills required
• Ability to take accurate, fast notes
• Simultaneously handle multiple tasks with accuracy
• Effective communicator, both verbal and written
• Able to work overtime on an "as-needed" basis
• Excel experience
• A.A. degree
• Answering phone calls in a professional and responsive manner
• Schedule conference calls and meetings
• Interact with internal executives and outside firms
• Making travel arrangements for both domestic and international travel
• Preparing expense reports and ensuring they are submitted in a timely manner
• Oversee and manage deadlines related to ongoing projects and open matters
• Organize substantive materials in a professional manner
• Assisting with other Corporate Legal Department administrative support responsibilities
• MS Office, Outlook, Excel, PowerPoint
• Ability to write clearly and communicate well both verbally and in writing
• Sound and mature judgment on the prioritization of tasks
• Experience supporting senior attorney or executive in an in-house function
• SAP Workplace
• Proficiency in Microsoft Office programs
• Some knowledge of database/archiving/inventory programs preferred
• Strong written and verbal skills, excellent organizational and time-management skills
• Self-motivated, takes initiative
• Assisting the head of Thailand and potentially a few bankers in general administrative duties
• Coordinating travel arrangements & preparation of expense reports
• Maintain daily calendars/agenda of meeting, events and conference calls
• Staff movement administration, tracking and reporting, managing new joiner, leaver and transfer process for application and systems access
• Handle internal and external correspondence
• Compile information/statistics, prepare documents and presentation materials
• Answer client queries or redirect them to the appropriate person
• At least 5-6 years’ experience in investment banking environment, experience in product groups will be an advantage
• Formal Secretarial training
• Excellent PC skills – Outlook, MS Word, Excel and PowerPoint
• Strong attention to detail, highly organised and motivated
• Demonstrates initiative, good work attitude, ability to multi-task and work long hours and under pressure in a demanding work environment
• Schedule meetings, including location
• Maintain Google & Outlook calendars
• Arrange conference calls & video conference calls
• Arrange all travel, including airfare, hotel, and ground transportation
• Prepare and submit expense reports
• Filing and distribution of all executed contracts
• Circulate contracts for execution
• Provide additional support to other team members and department as needed
• Update JIRA vendor management tool as needed
• Submit attorney time reports via Seregenti system
• Track MCLE credits
• General administrative support
• 5+ years experience in an administrative role supporting multiple attorneys and/or paralegals
• Strong verbal & written communication skills
• Proven success supporting multiple attorneys
• Ability to thrive in a fast-paced environment
• Computer skills required include: SAP, Outlook, Excel, Word, PowerPoint, JIRA
• Answering phones, maintaining Outlook calendars and contact lists (including regularly scheduling meetings and calls across domestic and international time zones); faxing, photocopying, scanning, and mailing documents; booking travel; preparing expense reports; tracking matters and key dates; entering time in Serengeti
• Revising and redlining Word documents; drafting or revising and maintain records of legal correspondence; preparing evidentiary materials for cases; assisting in preparation of PowerPoint presentations; preparing and updating Excel spreadsheets (including data entry)
• Maintaining various files and filing systems for the supported attorneys
• Assisting in review, analysis and reconciliation of invoices and expenses billed by outside counsel and vendors
• Organizing, scanning, and entering Theme Park license agreements/data into eDocs
• Maintaining the license database of third-party licensors with up-to-date contact information in Microsoft Access
• Working with Main Files to retrieve records and contracts from storage, and
• Maintaining on-site records in an orderly fashion as well as calendaring meetings, scheduling conference calls, answering phones, word processing duties and ordering office supplies
• Secretarial background with a minimum of 3 years secretarial experience, preferably in the transactional or litigation practice of a large law firm or multi-national corporate legal department
• Experience supporting a number of legal professionals at one time and appropriately balancing priorities
• Task-oriented and able to track, prioritize and complete multiple tasks in a busy and energized environment
• Outstanding judgment and the ability to work with minimal supervision
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Serengeti and SAP
• Detail-oriented with superior organizational skills and willingness to maintain rigorous legal filing system
• Works well with a variety of people, including clients, vendors, staff, paralegals and attorneys
• 4-year degree (bachelor’s)
• Minimum 5 years administrative experience supporting executives in a corporate environment
• Disney experience preferred
• Foreign languages
• International experience, through relevant work experience in organizations with worldwide offices and/or through extensive living and/or travel outside the U.S
• Interest in corporate citizenship, especially philanthropy and community engagement
• Knowledge of Cybergrants, Charity Navigator and Guidestar
• Experience working with senior executives
• Excellent written, verbal, and interpersonal communication skills to assure successful interaction with all levels of employees and external contacts
• Strong interpersonal skills and the ability to work well in a team environment
• Strong professional demeanor and the ability to work seamlessly with the offices of senior management at Disney and with senior executives in non profit organizations and public agencies
• Demonstrated flexibility and professionalism in an environment where change is constant
• Enthusiastic attitude, strong work ethic, demonstrated desire to want to help
• Provide high level day to day administrative support to the EVP – Programming & Development, ABC Family
• Primary contact for all incoming calls and communication
• Manage heavy telephone contact with internal and external contacts
• Extensive scheduling of meetings and the maintenance of calendars and contacts
• Coordinate conference calls, meetings and events (e.g. book conference rooms, order meals, etc.)
• Prepare and type documents (presentations, itineraries, agendas, correspondence, etc)
• Assist in the preparation of meetings, presentations and reports
• Process expense reports via SAP and maintain and understanding of company expense policies
• Handle unsolicited material and inquiries
• Attend staff meetings and document agenda items discussed
• Book/coordinate travel
• Order office supplies and handle shipping requests as needed
• Distribute department mail
• Word/Excel/Outlook/PowerPoint experience
• Effective communication skills in both verbal and written form
• Independently researches a wide variety of information requests
• Organizes and maintains files of supervisor's correspondence and records, following up on pending matters. Has frequent access to highly confidential information and files
• Routes or answers routine correspondence not requiring supervisor's attention.Prepares routine letters and memoranda for principal's signature. 7. Prepares special reports, gathering and summarizing data. Prepares complex correspondence, reports, and presentations often using the most advanced office technology, including word processing, graphics and spreadsheets
• Organizes and expedites flow of work through supervisor's office. Initiates follow-up action
• May assign work to others. May coordinate hiring or secretaries and support staff
• Perform these and other duties as directed
• Manages schedule, calendar and meetings for President
• Manages and prepares documents including meeting agendas and presentation materials
• Partners and works extensively with internal departments and external vendors to provide and/or receive necessary information, materials, approvals, updates, etc
• Manages Travel and Expense for President (including understanding of company expense policies). Creates expense reports and reconciles credit card account
• Handles memberships and subscriptions for President; orders office supplies, snacks and beverages; and processes other electronic transactions
• Maintains files, coordinates pickup and delivery of materials as requested including scheduling courier and overnight services
• Creates a professional and positive environment for all who interact with the Office of the President
• Promotes teamwork both internally and externally, works exceptionally well with executives, staff, and external associates, visitors at all levels. Ability to tactfully manage President’s time, multi-task and communicates with authority
• Is accessible 24/7 via telephone and e-mail to handle urgent requests
• Assists with departmental tasks, including conference room requests
• Drafts correspondence and manages incoming/outgoing mail
• Coordinates VIP tickets and passes for guests, clients and key contacts
• Other miscellaneous duties and department projects assigned, including personal tasks and errands
• Minimum 5-7 + years administrative experience at senior management level within entertainment industry, preferably within The Walt Disney Company
• Excellent computer proficiency – Mac & Windows: Microsoft Word, Excel, PowerPoint
• Excellent and professional phone skills
• Ability to anticipate needs, be proactive, resourceful and flexible
• Ability to simultaneously handle individual tasks while maintaining perspective on the bigger picture
• Strong people skills, including the ability to work effectively with other executives, film makers, assistants and staff at all levels
• Effective communicator, both verbally and written
• Professional demeanor to serve as first point of contact for Office of the President
• Ability to operate on a shared desk and form a strong partnership with the other Assistant
• Knowledge of past and current Disney/Pixar films
• Bachelor’s Degree in Communications, English, Business Administration or Equivalent experience
• Minimum 3 years administrative experience
• Demonstrated computer proficiency with Outlook, PowerPoint, Word and Excel
• Demonstrated strong verbal and written communication skills and grammar skills
• Demonstrated strong follow through skills, with attention to detail
• Demonstrated strong organizational and time management skills
• Demonstrated ability to multi task and mange competing priorities
• Demonstrated initiative to take action to resolve issues, accomplish tasks, and improve efficiency
• Knowledge of SAP, SharePoint, and HR Policies and Practices
• Demonstrated administrative experience within the WDPR organization
• Ability to work in/support a team environment
• Demonstrated guest/client service skills
• Demonstrated strong relationship skills
• High School Degree or Equivalent
• Primary Admin support to Vice President
• Admin support responsibilities may include multiple executives; include VPs and/or Director level
• Provide general office management support to team, including the maintenance of supplies and handling of building occupancy related matters
• Participate in administrative team, providing backup to other assistants and contributing to common administrative duties
• On-board new employees, including physical and IT access, acquisition of appropriate equipment, providing general team and systems orientation, establishment of remote access and all other necessary functionality requirements
• Domestic and international business travel, including trip logistics and itinerary, meeting coordination
• Coordinate and support the planning of on-site and off-site events and meetings
• Assist with special projects and events as needed
• Minimum of 5 - 7 years providing executive level administrative support
• Minimum of 1 year using business management software (Ex. SAP, PeopleSoft)
• Answering multi line phones
• Distributing and following-up on documents
• Updating databases and lists
• Scheduling and preparing for meetings and handling calendar
• Proof reading and editing
• Managing document flow, including creating and maintaining files (electronic and hard copy)
• Other general administrative duties (processing mail, copying, etc.)
• Use of Microsoft office such as Word, Excel, and PowerPoint
• Word processing (composing and generating letters, memos and fax cover sheets)
• Miscellaneous duties as required
• Strong computer skills (Microsoft Word, Excel, Outlook and PowerPoint)
• Exceptional organizational and interpersonal skills
• Must be able to multi-task and prioritize to ensure that all assignments are completed in an accurate and timely manner
• Must be flexible – an ability to work well in an environment where needs and priorities are subject to much revision
• Common sense, dependability, discretion and attention to detail are required
• Must be a self-starter with a team-player attitude
• Excellent communication skills – written and oral (must have a professional and courteous demeanor)
• 1 – 3 years experience as an administrative assistant
• Industry experience preferred
• Development or Production company experience a plus
• Demonstrated computer proficiency with Outlook, Word, PowerPoint, Excel and SAP
• Proficiency test required for typing 40 WPM and for grammar skills
• Demonstrated verbal and written communication skills, as well as telephone etiquette skills
• Demonstrated strong decision making skills
• Demonstrated strong proofreading skills
• Minimum 2 years WDW professional administrative experience
• Proven knowledge of SAP & Casual Buyer
• Willingness to learn new software applications
• 3-5 years experience and strong user in Microsoft Office components (Outlook, Word, PowerPoint and Excel)
• Minimum of 5 years providing executive level administrative support
• Prefer 5+ years providing senior executive level administrative support in large organizations
• Prefer 3-5 years experience with SAP
• Organize events
• Casual Buyer
• A minimum of 2 to 3 years experience supporting a senior lawyer or executive
• Provide day-to-day administrative support to EVP/CHRO
• Coordinate/confirm all calendar matters, including internal and external meetings, establishing conference calls, and coordinating meetings over multiple time zones
• Provide additional administrative and office support such as answering incoming phone calls, detailing messages, distributing mail, filing, faxing, photocopying, scanning and tracking documents, data entry, word processing, and ordering supplies
• Assist with the creation of PowerPoint presentations (i.e. understand and translate information into most concise format, etc.)
• Interaction with various internal departments, external organizations, executive management, senior management, board of directors, and outside investors globally
• Event coordination/planning experience (able to plan and execute corporate events from beginning to end, i.e. annual shareholder meetings, board of director meetings, occasional off-site meetings)
• Handle all contact management tools/resources for EVP/CHRO
• Support basic office functions as required (i.e. maintain copy/supplies room, stock kitchen supplies, sort mail)
• Polished, poised, senior level Executive Assistant with a minimum of 7-10 years experience supporting senior executives within large, corporate environments
• Excellent knowledge of personal computers and their software applications; Microsoft Outlook, Word, Excel and PowerPoint; Mac applications, inclusive of Keynote
• Able to juggle multiple projects/tasks at once while remaining poised, calm, and low key
• Highly meticulous, extreme attention to detail, organized, approachable and friendly but assertive
• Understand and intuitively anticipate needs and demands for this key executive role
• Type 50 WPM+ accurately
• Ability to work as a team member and meet constant deadlines
• Availability to work overtime without prior notice
• Ability to handle highly discrete, confidential, and sensitive information
• Heavy phone contact
• Scheduling and coordination of conference calls
• Preparation of travel and expense for the two attorneys
• Preparation and review of documents, including word processing, editing, proofreading, converting, formatting and comparisons of various types of confidential documents
• Filing and organization of documents
• Distributions
• Legal or administrative secretarial background with a minimum of 3 years secretarial experience
• Advanced working knowledge of computers including current versions of Microsoft Word, Outlook, Workshare, Track Changes, Adobe Acrobat Reader and OCR Scanner
• Basic knowledge of Microsoft Excel and PowerPoint
• Familiarity with SAP is preferred
• Familiarity with e-Docs is preferred
• Strong proofreading skills
• Discreet with confidential information and documentation
• Self-starter mentality with the ability to take initiative
• Ability to be resourceful and flexible
• Professional demeanor and strong people skills including ability to work effectively as part of a team
• Cover all telephone and scheduling needs
• Book travel and process expense reports
• Attend staff meetings and participate and follow through as needed
• Manage special projects as required
• Build decks for presentations
• Knowledge of current children’s programming
• Must be self-motivated and have a take charge attitude
• Assistant experience at an executive level
• SAP experience
• Extensive diary management involving arranging meetings, video and telephone conference calls across different time zonesPro-actively checking and responding to emails, prioritizing and delegating actions and following up to ensure they are addressed/completed, dealing with confidential issues
• Coordinated internal/ external meetings and conference calls
• Handle phones calls
• Recorded and transcribed meetings
• Arranged complex international travel
• Processed expense and credit card claims
• Head of all secretarial/reception staff including recruitment, training them on presentation and research production and running their annual review appraisals
• Assisting with the set up of the London office
• Ordering stationery for the office and updated IT equipment
• Monitoring and approval of expenses claims
• Company secretarial services (agendas, minutes, companies' files and registers),
• Book-keeping and accounting of two companies, including invoicing, online banking, reconciliations, as well as managing external audits
• Researched and implemented insurance policies -contents, public and employee liability, health and travel
• Approved monthly invoices, maintained petty cash
• Preparing material for management committees and Board meetings
• Ability to prioritize under stressful situations
• Advanced project and time management skills
• Action oriented/proactive approach
• Exceptional telephone management skills and etiquette required
• Proactive; must take initiative in learning and applying new skills
• Advanced-level skills in Microsoft Outlook, Word and Excel
• Type and distribute letters, memos, and reports for Plant Manager and his staff from dictation and written work, plus compose those as required from confidential records and files
• Analyze reports and bring to attention of the Plant Manager, trends and variances from objectives
• Prepare and maintain graphs and presentations on items as directed by Plant Manager and his staff. Assist with preparation of data for forecasts, budgets, financial plans, etc
• Type ACTs and other confidential material for Plant Manager and his entire staff. Maintain records on ACT status, trace progress of it, and follow up
• Answer telephone for Plant Manager and his staff. Set up appointment schedules and keep appointment calendars in order. Handle incoming and outgoing mail, follow-up file, conference room schedule, vacation schedules, etc
• Arrange transportation, hotel accommodations, and expense money forms for Plant Manager and his staff. Keep office supplies on hand and order when needed. Maintain key cabinet and order keys when required
• Function as the intermediary between Plant Manager and his staff as well as other company personnel, with regards to answering routine questions, setting up appointments, scheduling meetings, requesting information, etc
• Perform miscellaneous typing for Assembly and Machine Shop Supervisors and their foremen, and Safety Specialist. Act as back-up typist for Engineering Department in preparation of Cost Summaries, White Papers, etc
• Prepare and coordinate presentations for internal and external use, utilizing Power Point and similar presentation packages. Work with graphic design as necessary to incorporate photographs, sketches, outlines, etc
• Reports to Plant Manager
• Frequent contact with corporate staff and their secretaries
• Frequent contact with other managers and their secretaries on matters relating to manufacturing activities
• Frequent contact with vendors and customers, via telephone and correspondence
• High School (Business College) with training in typing and filing
• Minimum of five years’ business office experience required
• Ability to prioritize and be efficient with all tasks
• Experience with Microsoft PowerPoint, MS Excel, MS Word, etc
• Shorthand or like is beneficial but not required
• Schedules meetings, distributes mail, fills catering requests, orders department supplies, takes meeting notes, logs, and fills out forms
• Manages expense reports, process timesheets
• Manages calendars, screens calls, makes travel arrangements domestic & international, sets up & maintains dept filing system, completes & tracks expense reports and purchase requisitions
• Coordinates & prepares office space for new employees
• Ensures department kitchen and snack machine is stocked
• Maintains confidentiality of highly sensitive information
• Answers department specific questions over telephone and redirects calls
• Acts as liaison for department
• Answers or directs complex questions in management’s absence
• Must be task-oriented with an excellent sense of priority, highly organized and capable of handling a number of sensitive and important issues simultaneously
• Working knowledge of operating office equipment
• Ability to proactively manage calendar tracking
• Knowledge of letter and report formatting
• Strong experience in managing expense reports both domestic & international
• Ability to interface with all levels of the organization
• Proven ability to multi-task
• Proven ability to be a self-starter
• Extensive knowledge of Software packages including
• Very good Business Vocabulary Skills
• Very good Business English Skills
• Very good Business Math Skills
• Very good Business Double-checking
• Understanding working in a creative environment
• Knowledge in entertainment field
• Must have HS Diploma or equivalent
• Primary Admin support to Senior or Executive Vice President
• Assist as back up support to Vice President(s)
• Periodically provide general office management support to team, including the maintenance of supplies and handling of building occupancy related matters
• May oversee casual, temporary or other Administrative staff responsibilities
• May lead small to medium projects or events as needed
• Minimum of 5-10 years providing executive level administrative support
• Operating Participants Business Development team – In charge of establishing relationships and negotiating leases and other agreements with third party tenants at our retail, dining and entertainment districts, participants within our theme parks, and participants within other areas of the Parks & Resorts property
• Strategy team – Responsible for the development of the tenant leasing approach and plan for retail, dining and entertainment tenants, and for establishing strategic context for Corporate Alliances in support of broader corporate initiatives at The Walt Disney Company
• Providing day-to-day administrative support to the Vice President - Operating Participants, Strategy, and Card Services
• Previous experience in executive administrative support or office management in a corporate environment
• Advanced computer and technical proficiency including but not limited to Microsoft Word, Excel, Outlook, and PowerPoint
• Demonstrated positive attitude with the ability to be proactive, resourceful and flexible
• Strong organizational and follow through skills with detail orientation
• Excellent written and verbal communication and interpersonal skills that ensure successful interaction with all levels of the organization including senior-level executives and their assistants
• Ability to take initiative and work with minimum supervision
• Experience with teleconference and video conference systems
• Ability to handle confidential information and exercise discretion and good judgment when managing sensitive issues
• Demonstrated knowledge of The Walt Disney Company
• Eagerness to learn the substance of the work in which the group is involved, in order to be an effective facilitator within the business unit
• Ability to work a flexible schedule as needed
• Support tracking, coordinating and managing meeting and activity schedules for the Controller and key team members
• Plan and organize travelling and logistics arrangements including visiting executives
• Prepare and submit travel and expense reports timely
• Coordinate and follow up key activities related to Controllership team and with other LOBs
• Liaise and communicate effectively within Finance and other LOB partners locally in Shanghai
• Disney Resort and also among managers and partners in the US
• Support team administrative tasks like stationery management
• Support the development and preparation of executive level communications utilizing
• Microsoft PowerPoint, Excel and Word as needed and to handle simple translation of documents
• Set up effective filing system for the team
• Back up other executive assistants if needed
• Bachelor’s degree or above, major in administration or secretary is preferable
• 3-5 years of experience in administrative assistant or executive assistant in multi-national company
• Proficiency in Microsoft Office tools such as Outlook, Word, Excel, PowerPoint and Lync
• Ability to work under pressure and handle multiple priorities without jeopardizing quality
• Ability to work well in a team environment, to collaborate and interface with team members internal and external to the organization
• Proficient in spoken and written Chinese and English
• Mature, credible and strong interpersonal skillsProactive, self-motivated, and culturally sensitive
• Flexible and embraces diversity of job tasks/varieties
• Natural curiosity and desired to learn
• Good knowledge of the finance industry sector
• Well organized, mature, independent, and able to work under pressure in a fast moving environment
• Enthusiastic team player
• Eager to get involved and fully participate in the team - “can do" attitude
• Time management - ability to prioritize
• High degree of common sense and a willingness to assume responsibility
• Sense of confidentiality
• Good knowledge of Word, Excel, PowerPoint and Microsoft Outlook
• Diary management including scheduling meetings, appointments and conference calls
• High level travel arrangements including arranging flights, hotels, visa and transport
• Documentation preparation and expense claim processing
• Maintaining proper filing and record
• Assist in daily office operations and other ad-hoc duties as required
• Minimum of 5 years experience in a similar role supporting senior manager within International Banks or Law firms. Team support experience is highly preferred
• Proficient in Microsoft Office including Word, Excel and PowerPoint
• Excellent communication skills including fluency in English. Must be able to communication with internal and external contacts
• Well organized and detail minded person with good interpersonal skills
• Mature and proactive approach to work
• Types and proofs a variety of correspondence, forms, documents, memoranda, and reports in an accurate and efficient fashion. Typically uses word processing equipment or a personal computer
• Answers telephones, routes call, takes messages and/or provides information in accordance with the department or university policy
• Operates electronic mail systems and coordinates the flow of information, both internally and externally
• Schedules and confirms meetings and appointments for supervisor or department staff
• Orders and maintains office supplies as necessary
• Performs a variety of clerical duties, e.g., photocopies, collates, distributes, mails, faxes, files, delivers and/or picks up materials from on or off-campus
• Heavy telephone contact with internal and external contacts
• Process expense reports
• Keynote/ Final Cut Pro
• Provide a wide variety of administrative and staff support requiring high-level analytical and organizational skills to departmental executives
• Prepare correspondence, reports, and data tables of an advanced nature. Compose memos and other types of correspondence for departmental executives. Perform project-oriented assignments for department to include researching data, compiling information, and prepare formal results on results and recommendations
• Receive and screen visitors and phone calls; resolve issues as appropriate or relay messages / notify manager. Prepare and maintain budget for department. Compile data into submission format for executive; monitor budget and report variances to executive. Coordinate the preparation and maintenance of records, statistics, and reports pertaining to department operations, issues, etc
• Prepare and arrange business presentations, management letters, and other communications ensuring materials are prepared in a timely and professional manner
• Coordinates all travel arrangements and prepare business itineraries
• Serve as liaison between senior management and Bank personnel, respond to questions and/or issues on organizational and departmental matters. Handle a wide variety of situations and conflicts involving the day-to-day activities and operations of the department
• Coordinate new hire onboarding for the Commercial Bank Team. Coordinate the preparation of the Directors Advisory Council Meetings, and compile all necessary documents for submission to Corporate Secretary Office. Plan and coordinate various client and employee events. Assist with the management of floor plans for 5 Philadelphia Region Offices and special projects as needed
• May supervise or coordinate the workload for clerical/secretarial staff, planning and organizing daily workflow, as well as performance appraisals input, hiring and termination
• Bachelor's degree or in lieu of degree, four years equivalent in work experience
• Minimum four years' progressive secretarial/administrative experience
• Minimum two years' demonstrated work leadership experience
• Highly skilled with current standard word processing, spreadsheet, presentation, and database software and programs
• Strong administrative/project ability
• Ability to use independent judgment, discretion and maintain confidentiality on Bank matters
• Ability to communicate effectively and professionally with all levels of personnel
• Strong knowledge of Bank's organization, policies and procedures
• Providing administrative and project support as required
• Maintaining calendars and answering phones
• Data entry – maintaining and updating records
• Make all travel arrangements and prepare travel & expense reports
• Handling internal and external correspondence
• Arrange meetings/conferences/events
• Liaison with internal and external contacts
• Conduct project-based economic research for Finance team
• Assist IT and Operations departments with administrative projects
• Help facilitate the training and implementation of finance, travel, technology and operation initiatives
• General duties: typing, filing, copying, faxing, ordering supplies, and ad hoc projects are needed
• Two years' experience providing administrative support to executives and/or experience working in a fast-paced theatrical production office
• Ability to set priorities and manage deadlines
• Superior organizational, written and communication skills
• Excellent verbal and interpersonal skills
• Must have strong PC skills (Excel, PowerPoint, Word, Access and Outlook)
• Work experience in entertainment/theater industry preferred
• Knowledge of SAP a plus
• S&P's role is first and foremost to support its stakeholders across the company's business and to develop strong relationships with suppliers. As a result, a focus on serving stakeholders and connecting with suppliers is key in the day-to-day of the organization
• Given S&P's international team composition, interest in and experience with cross-cultural interactions is important
• In addition to being a representative for the SVP toward stakeholders and suppliers, this role also critically supports the SVP in connecting with and being available and responsive to team members from around the world
• International experience, through relevant work experience in organizations with worldwide offices
• Disney Experience
• Maintaining and coordinating Outlook calendars for three attorneys and one paralegal, being proactive at mitigating scheduling conflicts
• Working with Microsoft Word documents, including complex formatting, multiple redlining and version control
• Screening telephone calls and forwarding as appropriate. Requires developing comprehensive organizational knowledge and exercising judgment regarding appropriate actions
• Maintaining accurate and organized files for the team using File Maker Pro for the hard copy file room and edocs for electronic filing
• Maintaining accurate and organized databases on SharePoint
• Ordering office supplies and organizing the supply storage area
• Producing and maintaining expense reports for three attorneys and one paralegal
• Typing, copying, and faxing for three attorneys and one paralegal as needed
• High level of proficiency in Microsoft Word, Outlook, Excel and PowerPoint
• Detail-oriented and strong organization skills with the ability to multi-task effectively
• Solid judgment and the ability to exercise discretion when handling sensitive matters or calls
• Experience supporting multiple executives
• Strong general computer skills
• Experience supporting executives in a major corporate environment
• Legal experience
• General Internet research skills
• Office Administration – Includes answering phones, handle incoming and outgoing mail, purchase office supplies, maintain office equipment, provide needed forms for Cast and responding to Cast Member questions. Onboarding/off-boarding of cast members. Schedule meetings (date, time & location) with necessary equipment and conference calling tools for management team as needed. Maintain Cast Member information spreadsheets for Management (ex: Sick line/log, work schedules, contact information). Perform other duties as assigned by the Manager
• Reports – Run, maintain SAP reports for Management (ex: Labor Utilization, Meal pay/Clock and office supply purchasing)
• Payroll – Assist with any and all payroll concerns or questions for Management
• Back up support – Assist teams with administrative support as needed (ex: phone/vacation coverage)
• SAP/eSource purchasing background
• Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint)
• Independent decision maker capable of working with limited direction
• Ability to work under pressure and maintain a professional demeanor in a fast paced and constantly changing environment
• Ability to multi task and manage multiple work streams
• Ability to provide excellent customer service to all types of internal customers and schedule work performed by the department
• Ability to interact with Executives and other administrative support
• High School or GED and 1-2 years of experience
• Maintaining and organizing files and documents (both electronic and paper)
• Answering telephone calls
• Maintaining multiple calendars
• Scheduling meetings
• Maintaining status charts of pending matters
• Preparing expense reports
• Attending meetings and capturing substantive issues and action items for follow-up
• Preparing and revising a variety of legal documents
• Preparing correspondence to both internal and external contacts
• Photocopying, scanning, faxing, and distributing documents
• Collecting tax and other documents from talent; research
• Creating and maintaining attorneys’ contacts directory
• Overall production legal assistance
• Coordinating with Studio Contract Administration, etc
• Contributing to special projects, as assigned, as well as overall departmental efficiency
• Coordinating with the other department administrative assistants
• Liaison with internal and external contacts (Feld Entertainment, Pixar, Animation, Character Voices, etc.)
• Handling and securing house seats for theatrical events
• General duties: typing, filing, copying, faxing, ordering supplies, reconciling credit card and ad hoc projects as needed
• 2 years’ experience providing administrative support
• Must have strong PC skills (Excel, PowerPoint, Final Draft, Word and Outlook)
• Outstanding Customer Service
• Excellent Telephone Manner
• Organisational Skills
• Bachelor’s degree in Secretary, Business Administration, Marketing or related fields
• 5-8 years of experience working as an Executive Assistant with either senior executive or manager at all levels preferably from financial industry
• Experienced with managing busy schedules, both internal meetings and external meetings
• Able to coordinate across multiple business groups to ensure effective and efficient results
• Work prioritization and time management for Director to ensure balance workload and flexibility
• Able to speak, read and write in both English & Bahasa fluently
• Flexible in schedule, responsive and proactive
• Microsoft Office skills especially Excel, PowerPoint & Word (preferably intermediate level)
• High level secretarial support to Senior Executives within the team
• Coordinate travel arrangements including visa application, flight schedules, booking tickets and hotel accommodation
• Expense claims processing and reimbursement
• Assist with documentation, presentation and report preparation
• Record and filing management
• Assist in office daily operations
• 8-10 years experience within Banking or Financial Services supporting Senior Executives
• Excellent communication skills -must speak fluent English and conversational Mandarin
• Mature minded, team player with a strong sense of responbility
• Proficient in MS Office applications
• Must work well under pressure
• Must work well in a team environment
• Able to retain information
• Prior experience in film publicity, marketing or promotions is preferred, but not required
• Provide a wide variety of administrative and staff support requiring high-level analytical and organizational skills to departmental executives. Administer programs, projects, and assignments specific to department
• Prepare correspondence, reports, and data tables of an advanced nature. Compose memos and other types of correspondence for departmental executives
• Perform project-oriented assignments for department to include researching data, compiling information, and prepare formal results on results and recommendations
• Prepare and maintain budget for department. Compile data into submission format for executive; monitor budget and report variances to executive. Coordinate the preparation and maintenance of records, statistics, and reports pertaining to department operations, issues, etc
• Schedule appointments and maintain calendar for managers. Coordinates all travel arrangements and prepare business itineraries
• Serve as liaison between senior management and Bank personnel; respond to questions and/or issues on organizational and departmental matters. Handle a wide variety of situations and conflicts involving the day-to-day activities and operations of the department
• Bachelor's Degree, or in lieu of a degree a minimum of 4 years work experience
• Minimum of four (4) years progressive secretarial/administrative experience
• Minimum of two (2) years demonstrated work leadership experience
• Strong experience with MS Office suite including Word, Power Point and Excel
• Answering phones, maintaining Outlook calendars and contact lists, faxing, photocopying, scanning, booking travel, preparing expense reports, scheduling meetings and calls across domestic and international time zones, outside counsel matter management and attorney time entry in Serengeti, presentation preparation
• Revising and redlining legal documents, preparing and maintaining department-wide queue of all open agreements being negotiated
• Maintaining various comprehensive legal filing systems for the supported attorneys and executed agreement tracking systems
• Maintaining chron files and executed agreement files; maintaining and updating ongoing project status in a timely fashion
• Working closely with vendors, clients, attorneys and paralegals to manage the signature and tracking process for a large quantity of legal documents
• Legal secretarial background with a minimum of 2 years secretarial experience, preferably in the transactional practice of a large law firm or multi-national corporate legal department
• Excellent oral and written communication skills with the ability to work with minimal supervision
• Ability to anticipate needs; be proactive, resourceful and flexible
• Proficient with Mac OS and mobile platforms including iOS and Android devices
• Communication skills: emails, calendar management and telephone
• Office Administration – Includes answering phones, handle incoming and outgoing mail, purchase office supplies, maintain office equipment. Provide guidance and assistance for Cast Member questions. Support team with preparation of presentation materials, accurately create Manager and Cast schedules
• Schedule, organize and arrange safety meetings, rally’s and celebrations
• Ability to work under pressure and maintain a professtional demeanor in a fast passed and consistently changing environment
• Demonstrates strong organizational skills and attend to detail
• Demonstrates time management and follow-through skills
• Demonstrates problem solving and decision making skills
• Ability to interact with all levels of the organization
• Ability to provide excellent customer service to all types of internal & external guests
• Knowledge of DIME/Daylight
• Understanding and knowledge of Workbrain
• Strong computer skills; familiar with Microsoft office products to include Word, PowerPoint and Excel
• Knowledge of SAP
• Provide day-to-day administrative support to the Senior Vice President / Chief Security Officer, Security
• Act as first point of contact for the department and right hand to the SVP
• Coordinate on-site and off-site events
• Lead a team of assistants
• Perform administrative duties including, but not limited to, screening and routing phone calls, managing calendars, processing invoices and expense reports, scheduling meetings requiring significant coordination and follow up, and ensuring timely and effective communications
• Provide additional office support such as distributing mail, filing, faxing, photocopying, scanning and tracking documents, data entry, ordering supplies, and processing purchase orders
• Create PowerPoint presentations
• Support preparation of monthly reports entailing heavy word processing and strong organizational skills
• Interface with various Disney departments and external organizations
• Provide SVP with miscellaneous support and occasional personal assistance
• Minimum of 5 years administrative experience supporting senior level executives in a corporate environment
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Internet Explorer, internet-based research and SAP
• Strong filing skills
• Effectively work in a team environment
• Ability to handle confidential information, exercise good judgment and use discretion
• Proven ability to work with limited supervision
• A self-starter - ability to anticipate issues and proactively problem solve
• General knowledge and/or experience in the security industry
• Prior experience at Disney
• Comfortable speaking in front of groups
• SAP Casual Buyer and T&E Proxy
• Eagerness to learn the substance of the work in which the Senior Vice President is involved, in order to be an effective facilitator within the business unit
• Preferred for individual to be on crisis management team – position transitions into Site Coordinator
• 2 years of experience in an administrative or clerical role within the healthcare setting
• Experience with Microsoft Word and Microsoft Excel
• Ability to handle high volume of work and inquiries
• Minimum 3 years secretarial experience
• Self-motivator and strong follow-through skills
• Demonstrated strong organizational skills with attention to detail and ability to handle multiple priorities
• Ability to prioritize and manage time and resources
• Demonstrated computer proficiency within a Windows environment (Word, Excel, Outlook, Powerpoint)
• Preparing VIP reservations for TWDC and external company executive
• Ability to develop and maintain a positive working relationship with cast members, clients and operating areas and fostering a team environment
• Demonstrated problem solving skills, as well as continuous improvement process skills
• Knowledge of SAP system helpful
• Ability to work alone with little or no supervision
• Demonstrated strong presentation skills
• Excellent knowledge of personal computers and their software applications; Microsoft Outlook, Word, Excel and PowerPoint
• Excellent communications and interpersonal skills; excellent people and project management skills as well as the ability to communicate clearly with administrators, and executives
• Able to work non-standard, flexible work hours as needed; willingness to serve in an “on-call” capacity
• Demonstrate unrelenting focus on understanding and anticipating the stated and unstated needs of the CFO
• Self-motivated with a strong work ethic; dedicated to quality, quantity, and timeliness of results; 100% reliable in tracking, communicating, and completing all business and personal tasks in a timely and efficient manner with little to no direction
• Acute attention to accuracy and detail in all aspects of responsibilities
• Provide a wide variety of administrative and staff support requiring strong organizational skills in a fast paced environment
• Prepare and edit correspondence, reports, presentations and spreadsheets of an advanced nature. Ensure copies and distribution of materials is disseminated to appropriate personnel in a timely and professional manner
• Compose memos and other types of correspondence for department senior managers
• Perform project-oriented assignments for department to include researching data, compiling information, and preparing results and recommendations
• Compile data into submission format for executive; monitor cost center budget and report variances to executive
• Serve as liaison between senior management and Bank personnel; respond to questions and/or issues on organizational and departmental matters
• Maintain supply inventory for the department
• Maintain computer replacement database for department personnel
• Contact Building services as needed for floor maintenance
• Serve as compliance training coordinator for the department
• Maintain floor printers including toner inventory, initiate service calls and ensure paper this filled each day
• Process vendor invoices for payment on a timely and accurate basis
• Provide auxiliary support for Chief Marketing Officer
• Incumbent is responsible for performing high-level administrative/project assignments, relieving senior management of many of the day-to-day operations and ensuring smooth functioning of department. Contacts are generally both internal and external
• Minimum of 4 years of progressive secretarial/administrative experience
• Minimum of 2 years of demonstrated work leadership experience
• Strong administrative skills including use of office equipment
• Especially suited for multi-taskers who are good at juggling tasks, staying organized and prioritizing tasks
• A great team player
• A desire to show initiative
• Provide direct daily administrative support to SVP and two Directors, Business Affairs & Legal Counsel
• Prepare memos, letters, reports, spreadsheets, and other related correspondence
• Collect, compile and prepare status, tracking, and summary reports
• Able to use/create and manage workable filing system(s)
• Specific clerical tasks include, but are not limited to: phone coverage, coordinating conference calls and meetings, maintaining calendars, preparing expense reports and check requests, making travel arrangements, ordering supplies, shipping, copying, faxing, and filing
• Ability to read contracts and assist in preparing/redlining/editing/proofing of documents
• Assist with/manager special projects
• Handle research tasks
• Provide primary support for all Business Affairs/Legal Counsel executives in connection with gathering information to respond with legal comments to draft press releases
• Minimum 3 years administrative experience (providing support at the executive level) in either Business Affairs or Legal Affairs at a studio, network or law firm
• Self-starter with ability to handle multiple, high priority tasks in an organized fashion within a fast-paced work environment
• Strong organizational, time management and communication skills
• Must have computer proficiency with Microsoft Word, Excel, Outlook, Hummingbird and Filemaker Pro
• Able to keep and maintain confidential information/documentation
• Strong computer and organization skills
• Diplomacy and precise attention to detail
• Minimum 5 years administrative experience in either business affairs or legal affairs at a studio, network or law firm
• Administrative experience within any of the business affairs or legal departments within The Walt Disney Company
• Proven knowledge of Walt Disney Company policies and procedures
• Strong SAP skills in Travel and Expense
• Proactively manage diaries as required. Arrange internal and external meetings, book meeting rooms, catering and equipment
• Prepare Word, PowerPoint and Excel documents, including letters, meeting notes, reports, presentations and talk books
• Organise the printing and binding of documents and order business cards
• Organise all business travel and accommodation and assist with the completion of travel visa applications where necessary
• Enter and maintain client information on internal databases e.g. CRM
• Prepare client fees and other financial administration as required
• Deal with any IT, voice and data requests/queries as required
• Ensure all filing systems and archive records are accurate and up to date
• Build a good working relationship with the different teams you are supporting
• Deal with outgoing and incoming post, distributing and highlighting urgent post where necessary
• Carry out any other ad hoc office based administrative tasks as and when required
• Good time management and organisational skills with an ability to work under pressure and to tight deadlines
• Knowledge of IT to include Microsoft Word, Excel, PowerPoint and Outlook
• A good standard of written English (spelling and grammar) in order to proof read and draft written correspondence
• Ability to use own initiative to provide an effective support service
• Display tenacity and a high level of pro-activity
• Excellent communication and team working skills to liaise effectively with internal staff and clients
• 3-5 years of experience and proficient in Microsoft Office components (Outlook, Word, PowerPoint and Excel)
• Comfort with social media and collaboration applications
• Strong organizational skills , follow up and follow through are required
• Service orientated approach
• Prefer 1-2 years of experience with SAP
• Prefer experience with Video TeleConferencing (VTC) equipment and Applications (WebEx, Bluejeans, MS Lync)
• Prefer 2 years providing administrative support in Human Resources
• Answer phones, process incoming and outgoing mail, purchase office supplies, maintain office equipment, and process expense reports
• Schedule and coordinate monthly safety team meetings, medical surveillance testing (audio, lead & respiratory) and training activities (Electrical workplace safety classes, compliance training)
• Prepare and maintain reports for Management and Hourly Craft (ex: Labor Utilization, Meal pay/Clock and office supply purchasing)
• Assist with any payroll concerns or questions for Management and Hourly Craft (ex: Salaried 3rd shift differential, Craft pay rate concerns)
• Assist Cast Members with completing & submitting requests for repairs and replacements of radios, phones & mobile devices
• Serve as Point of Contact for the Team for any inquiries internally and externally
• Planning and execution of Reward and Recognition events
• Record keeping and maintenance
• On-boarding/moves/separation of Cast Member
• Processing of benefit paperwork (vacation, sick, jury duty, etc)
• Manage multiple Priorities and make independent on-the-spot decisions to ensure the smooth and efficient operation of the department
• Ability to handle multiple projects simultaneously and deliver quality, timely work products within very tight deadlines
• Strong computer skills with knowledge of Microsoft Office products to include Outlook, Word, PowerPoint and Excel. Have the ability to learn and use other software packages
• Knowledge of Enterprise Resource Planning systems, SAP preferred
• Will assist program manager with coordination of department events and meetings such as continuing medical education courses and continuing education courses
• Will assist program manager with outreach and marketing efforts
• Will initiate reimbursements (DVQEs) through use Kuali system and order supplies via eMarket
• Will sort incoming mail
• Will assist new hires and temps with IT set up, etc
• Will maintain the department marketing supplies including published materials
• Compose memos or correspondence of a routine nature for executive
• Receive and screen visitors and phone calls, relay messages or notify manager
• Handle routine issues / questions
• Research, create, and arrange business presentations, management letters, and other communications ensuring materials are prepared in a timely and professional manner
• Prepare and generate routine standard and ad hoc reports using Excel, Access or other departmental software
• Coordinate the unit / department budget ensuring information is accurate
• Serve as liaison between managers and Bank personnel, responding to questions and/or issues on organizational and department matters. Handle routine matters in executive's absence
• Composes a variety of correspondence and memoranda from verbal directions or from knowledge of departmental policy or procedures
• Maintains appointment calendar(s). Schedules and confirms meetings and arranges for travel, facilities, equipment, parking, refreshments and other related details
• Attends meetings. Takes and prepares minutes for review by supervisor prior to distribution
• Makes travel and lodging arrangements for supervisor or department staff
• Answers telephones, routes callers, takes messages and provides routine information to clients or customers
• Assists supervisor in the collection of various materials and data for special reports and special projects, such as budget preparation
• Provides assistance in the day-to-day administration of department
• Participate in patient “navigation” which is a combination of help desk support combined with caring customer service
• Compile weekly metrics reports in the form of Excel spreadsheets through the clinic’s EMR
• Maintain EMR data entry and clean up
• Provide administrative support as needed for to 3 managers
• Assist with managers’ business schedules, travel reservations, etc. as needed
• Scheduling office meetings and functions including multiple calendars, space, meals, etc
• Maintain a well-organized department Including office supplies and breakroom area, order supplies when needed
• Handle incoming and outgoing mall, shipments, and packages
• Assist with office projects as needed, including (but not limited to), online research, document creation, reports, maillings, and occasional local errands
• Contribute to clinic success by suggesting process improvements when observed
• Act as a liaison with other University departments
• Other duties/projects as assigned by the Director of Operations
• Completely fluent in written and spoken English. Bilingual Spanish a plus
• Excellent spelling, grammar, and math skills
• Familiarity with HIPAA guidelines, and electronic medical records systems
• Intermediate to advanced computer skills Including MS Office 2013 (Word, Excel, PowerPoint)
• Typing speed of 5O wpm with little to no errors
• 1 year of experience in basic troubleshooting/help desk support to guide patients and staff in computer usage
• Positive attitude; ability to adapt to changing priorities and simultaneous requests for assistance
• Maintains the calendar for the Operations Manager
• Handles weekly schedule for Shows and Atmosphere, time sheet tracking and compiling various departmental reports
• Performs purchasing functions, including creating P.O.s, paying approved invoices, vendor set-up, maintaining Procurement Card files, etc
• Answers telephone and responds appropriately to written/verbal inquiries as needed
• Facilitates assigned projects as requested my management
• Researches information as needed
• Applies knowledge of departmental policies and procedures (including systems/technology), and utilizes a general understanding of other departments' functions
• Assist with special projects and presentations
• Schedules and maintains calendar of appointments, meetings, and travel itineraries and coordinates related arrangements
• Prepares/composes correspondence, memoranda, and reports, as directed
• Open and distribute department mail
• Maintain filing system
• Other division-specific responsibilities as assigned
• Specialized requests: i.e. computer, pagers, blackberry, phones, carts, conference rooms
• Demonstrate ability to multi-task and deliver quality, timely work within tight deadlines
• Ability to interface with other Executives and their assistants
• Strong administration, time management, organizational and planning skills
• Able to be proactive, resourceful, and partner with supporting areas and clients
• Strong verbal, written, and listening communication skills
• Enjoys working in a team environment
• Flexible in adapting to demands of an ever-changing, fast-paced environment; able to identify challenges, make decisions and implement solutions without supervision
• Proficiency with Microsoft Suite
• Knowledge of Disney policies, organizational structure, and nomenclature
• Minimum 2 years secretarial experience or equivalent
• Demonstrated organizational and time management skills
• Demonstrated computer proficiency with a Windows environment
• Demonstrated strong SAP, Maximo, Business Objects, MAD programs
• Demonstrated strong Guest Service skills
• Demonstrated strong proofreading skills and ability to handle confidential information
• Demonstrated problem-solving skills and continuous improvement process skills
• Demonstrated strong negotiating and influencing abilities
• Demonstrated strong networking skills
• Super user in SAP ordering and expense reports
• Proven knowledge and understanding of Walt Disney World policies and procedures
• Certified Professional Secretary (CPS) accreditation
• Compile data into submission format for executive. Coordinate the preparation and maintenance of records, statistics, and reports pertaining to department operations, issues, etc
• Coordinate setting up of departmental and leadership offsite meetings, employee engagement activities
• Create and maintain efficient filing system to ensure quick and easy access to information for departmental executives
• May supervise or coordinate the workload for clerical/secretarial staff, planning and organizing daily workflow, as well as input on performance appraisals and hiring
• Minimum of four (4) years progressive secretarial or executive support experience
• Strong time management / organizational skills
• Strong administrative/project management ability
• Ability to use independent judgment, discretion and maintain utmost confidentiality on Bank and personnel matters
• Ability to manage multiple assignments/projects simultaneously
• May also take and transcribe notes, shorthand and/or dictation
• Handle routine matters in executive's absence
• Contacts may be both internal and external
• A minimum of three years' progressive secretarial experience
• Working knowledge of current standard word processing, spreadsheet, and presentation software
• Ability to use independent judgment, discretion, and maintain confidentiality on Bank matters
• Provides day to day administrative support to VP, Creative Affairs and Director, Development which includes handling telephone calls, calendar management, travel arrangements, expense management, scheduling appointments and interviews, and coordinating meetings and conferences
• Develop familiarity with all projects in development and names of all relevant people involved with each project
• Track incoming pitches and the related communication process
• Keep track of up and coming talent on digital video sharing sites
• Develop familiarity with recruiting department, names and skills of potential talent, and potential recruiting needs of productions
• Provide coverage for SVP, Original Series when needed
• Ability to analyze and problem solve both technically and creatively
• Pop culture knowledge and affinity for animation, television, film, comics, video games, and new media
• Familiarity with online video sharing and social media sites like YouTube, Vimeo, Vine and Tumblr
• Ability and affinity to working in group/team atmospheres
• Must be able to contribute ideas and solutions in a creative group atmosphere
• Demonstrated computer proficiency in Microsoft Word, Excel, PowerPoint, Outlook (calendar and email) and SAP, with willingness and aptitude to learn new things
• Demonstrated strong organization and time management skills
• Ability to work with confidential information
• Proven ability to build effective working relationships with all levels, fostering a team environment
• Manage multiple calendars, scheduling meetings requiring coordination and follow up, including the coordination of conference calls and web-based meetings
• Screen and route phone calls
• Prepare and follow up on team members expense reports
• Process invoices, purchase orders and order office supplies
• Make travel arrangements for team members (domestic and international) including trip logistics, itinerary, meeting coordination, remote support when out of the office
• Provide additional office support such as distributing mail, filing, faxing, photocopying, scanning and tracking documents, data entry, word processing, creating professional documents using Mircrosoft Office
• Provide backup to other assistants and contribute to common admimistrative duties for the department
• Coordinate with multiple areas to schedule and manage visiting (domestic and international) Cast itineraries and travel arrangements
• Coordinate the on-boarding of new employees including physical and IT access, acquisition of appropriate equipment, providing general team and systems orientation, establishment of remote access and all other necessary functionality requirements
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint, SAP, Internet Explorer and internet-based research
• Proficient in SAP Casual Buyer, Travel & Expense and Personnel functions
• Demonstrated clerical and administrateive skills in a role supporting multiple managers, ability to take direction from multiple leaders
• Excellent written, verbal, and interpersonal communication skills to assure successful intereaction with both internal and external partners at all levels
• Demonstrated strong partnering skills and work well in a team environment
• Demonstrated strong organizational, time management, and follow-through skills with attention to detail
• Previous Disney experience, proven knowledge of Walt Disney Company policies and procedures
• Knowledge of Walt Disney Parks and Resorts Global Marketing and Sales
• Bachelor's degree in any related field. Graduate from secretarial school is preferred
• Having at least 1 years working experience in assisting executives in documentation and various dimension. New graduates are also welcome
• Proficient in English (both writing and speaking)
• Computer literacy in MS Office
• Organized and pay attention to details
• Service-minded, good interpersonal and communication skills
• Primary Admin support to Executive Vice President
• May oversee casual, temporary or other Administrative staff responsibilities Planning, coordination of travel and events
• Coordinate and support the planning of on-site and off-site events and meetings May lead small to medium projects or events as needed
• Communication & Correspondence - Interface with various internal Disney departments, Executives and business units
• Dept in communicating (written and verbal) with Executive and Senior Executives Post, update and maintain documents to SharePoint and Backlot sites
• Daily touch bases will take place to review information and schedules
• May oversee other Administrative work performed by casual, temporary employees or other Administrative staff. May lead or participate in larger-scale projects, requiring weekly, monthly or quarterly touch base meetings
• BS/BA or equivalent preferred
• Must have a High School Diploma or an equivalent combination of education, training, and experience
• Must possess a minimum of 1 year of Secretarial / Administrative experience
• Typically possesses 3 years of secretarial or administrative experience
• Must have the ability to maintain a high attention to detail and quality of work
• Creates and maintains charts, graphs, spreadsheets and databases on a personal computer
• Operates electronic mail systems and coordinates the now of information, both internally and externally
• Oversees equipment and office supply inventories and initiates or approves service requests and supply orders
• 3 years of Secretarial / Administrative experience
• Knoweldge of University operations, policies and procedures
• Fluent in another language would be beneficial (Spanish, French, …)
• Able to function independently and proactively manage busy executives
• Prefer 3-5 years experience with SAP. Casual buyer experience to raise POs and goods receipt
• Previous secretarial experience in a professional services environment
• Proven ability to be able to work under pressure to tight deadlines
• Ability to show initiative and establish positive working relationships with colleagues
• Self-motivated and proactive
• Excellent organisation and administration skills
• Excellent attention to detail and accuracy
• Good working knowledge of Word, Excel, Powerpoint and Outlook
• Manage calendar schedule and ensure executives are timely for their meetings
• Set up business travel arrangements
• Prepare executives’ expense reports and supporting documentation and purchasing requests through SAP in a timely manner
• Prepare executive meetings for connectivity (including VTC, dial-in)
• Organize team events, including all-hands and team building events
• Work with facilities, reception, and IT to ensure all team needs are addressed including new hires
• Order office supplies as needed through SAP through the Casual Buyer role
• Maintain good understanding of travel and expense policies and advise team
• Create and update reports based on information submitted by executive and/or team leads
• Maintain database and critical project information as needed and take a lead role in the operations supporting HR Communications
• Research information as needed and requested by VP
• 3-5 years of experience managing senior level executives in a fast-paced, work environment
• Intermediate to advanced level skill with Microsoft tools (MS Office), Keynote, and SAP
• Proven ability to handle confidential and sensitive information with discretion
• Proven ability to work well with other assistants
• Demonstrated ability to prioritize and meet deadlines in a fast-paced environment
• Demonstrated ability of detailed planning, time management and organizational skills
• Exceptional written, verbal, and interpersonal communication skills
• Ability to act as a team player and to interact with all levels of employees and clients within and outside the organization
• Knowledge of the Walt Disney Company preferred
• Willingness to work off-hours when situation demands (e.g .– crisis situation, special events)
• Prepare correspondence, reports, and data tables of an advanced nature
• Compose memos and other types of correspondence for departmental executives
• Bachelors degree, or in lieu of a degree a minimum of four (4) years work experience
• A minimum of four years' progressive secretarial/administrative experience
• A minimum of two to three years demonstrated work leadership experience
• Minimum 3 years experience Administrative Support
• Proven knowledge and expertise in Microsoft Office software
• Willingness and technical savvy to quickly learn and become proficient in new software applications (existing and custom as these come online) and business technology (mobile and other typical computing devices)
• Demonstrated strong interpersonal, partnering, and networking skills
• Demonstrated verbal and written communication skills, including proofreading, and telephone etiquette
• Proven strong organizational and time management skills with attention to detail and demonstrated follow through
• Demonstrated ability to multi-task and deliver quality, timely work within tight deadlines
• Demonstrated strong problem-solving and decision-making ability as well as continuous improvement process skills
• Proven ability to maintain confidential information that impacts Guest/Cast, external and internal partners
• Demonstrated ability to take the initiative in finding answers and solutions to complicated questions from contacts both known and discovered
• Minimum 3 years Administrative Support experince
• Proven knowledge in SAP Casual Buyer Applications
• Communication Skills; Email / Calendar Management / Telephone
• Office Administration – Includes but is not limited to answering phones, handle incoming and outgoing mail, purchase services, equipment, and office supplies, coordinate travel arrangements, coordinate catering and events, maintain office equipment, provide needed forms for Cast Members, respond to Cast Member questions, and prepare expense reports. Support team with preparation of presentation materials as requested, accurately schedule meetings (date, time & location) with necessary equipment and audio/video conference calling tools. Perform other duties as assigned by the Manager
• Back up support – Assist teams with administrative support as needed (ex: phone/vacation coverage), including back-up support to Executive Secretary
• Strong adherence to confidentiality and diplomacy
• Ability to work under pressure and maintain a professional demeanor in a fast-paced and constantly changing environment
• Experience and comfort actively performing the Casual Buyer role in SAP
• Ability to provide excellent customer service to all types of internal customers and external partners
• Ability to professionally interact with all levels of the organization
• Demonstrated strong organizational skills and attention to detail
• Demonstrated time management and follow-through skills
• Other Training / Technical Skills / Knowledge
• 1-2 years of secretarial experience with the Walt Disney Company
• Minimum five years proven administrative experience supporting senior level executives in a corporate environment
• Positive team player with an enthusiastic attitude and a strong service orientation
• Ability to communicate efficiently and effectively through demonstrated strong verbal, written and interpersonal skills
• Ability and eagerness to learn the substance of the work in which the EVP is involved, in order to be an effective facilitator within the business unit
• Demonstrated strong ability to be proactive and self-motivated and anticipate administrative needs
• Demonstrated exemplary planning and organization skills – able to set priorities, manage details and accurately follow through to meet all deadlines
• Ability to make independent decisions and demonstrate good judgment in the handling of issues; including those that involve sensitive and confidential information
• Demonstrated ability to prioritize multiple tasks, meet deadlines, manage competing demands and change course of action quickly in a fast paced environment
• Demonstrated exemplary organization and time management skills
• Proven experience working in a global organization and ability to manage calendars, communication, and priorities across multiple time zones
• Ability to act as a liaison between the Chairman’s office the CFO’s team as well as provide telephone backup and VTC/Telepresence reservations
• Ability to integrate new executives and peers into the organization
• Strong relationships across the segment and enterprise that help drive efficiency in managing scheduling issues, problem solving, and creating positive outcomes
• Demonstrated computer proficiency within a Windows environment, including Word, Excel, PowerPoint, Outlook and SAP; as well as ability to learn new technologies and applications for MAC, iPhone and iPad
• Proven experience with Video TeleConferencing (VTC) and Telepresence equipment and applications (WebEx, Bluejeans, Disney MeetMe and MS Lync)
• Greeter/lobby host
• Telephone answering/overflow
• Mail sorting/UPS package preparation
• Conference room host (offer water/coffee, order food)
• Conference room scheduler
• Conference room A/V equipment operator
• Postage machine operation and maintenance
• Administrative support for M&T and WT officers, as requested
• Provide any requested administrative support for Sales & Services Director
• Coordinate completion of tasks and projects requested
• Accurately schedule meeting times, locations, invitees and any A/V requirements via Outlook
• Provide professional telephone etiquette for Sales & Services Director and for other administrative professionals when they are away from their desks
• Manage the planning, coordination and execution of business travel for Sales Director according to Company guidelines
• Prepare presentation material for department staff as requested
• Ensure accuracy in completing expense reports for Sales & Services Director
• Monitor department fiscal status and ensure labor & OE reports are accurate
• Process SAP payment requests, purchase orders and service entries in a timely manner
• Manage the RIM Storage and oversee RIM compliance for the office
• Support the Senior Sales Manger in the preparation & execution of contracts
• Provide Sales & Services Director with requested collateral materials, external merchandise orders, and supplies
• Facilitate amenity requests for guests staying at Aulani
• Answer telephone lines forwarded from Sales Director
• Provide support and administrative assistance that will allow sales people to spend 70% of their time on sales calls and solicitation
• Return all phone calls within 24 hours
• Prepare expense accounts, check requests according to company standards
• Process correspondence and mailings
• Personalize all correspondence
• Complete RSR Request form as required
• Prepare comp ticket requests in Siebel
• Prepare amenity requests in Siebel
• Assist in Dining reservations for clients
• Shipping of goods via Fed Ex and USPS
• Maintain electronic and manual file systems
• Maintain positive open communication with Clients and Cast
• Support financial goals set by the department
• Stay current on product, policies, and procedures
• Administer telephone and voice mail options
• Ability to discover, understand and communicate internal and external client needs
• Ability to organize account files, office supplies, tools and projects
• Service oriented
• Proficient communication skills, especially telephone etiquette
• Recognizes challenges and submits creative solutions
• Uses time management skills effectively (meets deadlines, prioritizes tasks)
• Proven social skills/cultural sensitivity/diversity. Anticipates and prepares for situations
• Basic Product Knowledge
• Aulani, A Disney Resort & Spa
• Ko’Olina, Golf and Marine
• Honolulu as a destination
• Familiarity with all other Walt Disney Parks and Resorts
• Seibel /, DSCS
• Microsoft Outlook, Power Point, Excel, Word, and Internet
• Desktop functionality
• LILO knowledge preferred
• Merge documents and direct mail processing
• Shared network file storage and retrieval
• Understanding of Business Objects database
• Working with Clients/Vendors
• Ongoing education
• Knowledge and understanding of Sales Process
• Client knowledge
• Name and account recognition
• Prepare and maintain budget for department. Compile data into submission format for executive; monitor budget and report variances to executive
• Bachelor's Degree or equivalent in work experience
• Two to three years demonstrated work leadership experience
• Detail oriented. Ability to communicate effectively and professionally with all levels of personnel
• Manage calendars/Schedule conference calls and meetings
• Manage incoming and outgoing electronic and paper mail
• Organize, manage and maintain filing system
• Prior Legal secretarial background supporting a lawyer or executive
• Experience answering professional phone calls, scheduling conference calls and meetings, dealing with the public, arranging travel, managing correspondence, managing electronic and paper mail and document filing system
• MS Office, Outlook, Excel, PowerPoint, FileMakerPro
• Knowledge of SAP Workplace, FileMaker Pro, Trademark or other Database preferred
• Exposure to copyrights and/or trademarks preferred
• Minimum requirement of an Associate Degree or Secretarial school
• Manage various reports
• Type a minimum of 50 words per minute
• SAP knowledge including caual buyer
• Microsoft Office Suite with a strong proficiency in Microsoft Outlook
• Disney park knowledge preferred
• Maintain and organize heavy calendar scheduling, multiple phone lines and book travel arrangements
• Proactively submit expense reports and purchasing requests for supplies
• Prepare Excel reports with celebrity info, gift ideas, and basic budgets,
• Organize contact database of writers, producers, creative executives and any related correspondence as needed
• Read and watch material and provide feedback as necessary
• Provide additional support to other executives and department as needed
• A minimum of 2 years of previous administrative assistant experience in a high volume entertainment desk at a studio, network, production company or talent agency
• General understanding of the television development process and cycles
• Knowledge of agencies and networks
• General pop culture Knowledge, including but not limited to celebrities in movies, tv, music, digital and sports
• Research skills for gifting, event locations,
• Willingness to work overtime with short notice
• Ability to successfully coordinate multiple projects simultaneously
• Someone with a passion for television and the desire for a career in TV
• Working knowledge of Outlook, Word and Excel
• Strong social Media knowledge
• Social media platforms
• Receiving and transfer incoming calls as an operator
• Receiving and send out mails
• Book office supplies and follow up recording the history on department lists
• Keep an eye on Reception area
• Booking meeting room for staff via Outlook
• Deal with all work that are delegated from direct manager
• Admin tasks
• Update contact list, report it monthly
• Responsible for booking flight tickets/hotel/business card/badge etc
• Assist new hire and buddy with on board process
• Keep the leave records and report the records monthly to finance and HR
• Help to translate documents & firm news
• Housekeeping
• Assist to deal with all housekeeping and miscellaneous matters
• Monitor the housekeeping lady to ensure office is kept clean and tidy
• Replenish and replace stationery supplies in meeting rooms & manger room
• Facility involved issues
• Assistant to deal with the Facility maintenance, including building management, construction worker, furniture vendor
• Collate service requests for furniture & fittings and arrange for repair and servicing
• Provides support to the Sales team
• Creates daily, weekly Sales Reports
• Coordinates meetings and events as needed
• Assists other offices as necessary
• Assists to do some demo presentation when necessary
• Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work and meet deadlines, make decisions and change course of action quickly
• Ability to multitask and deliver under tight deadlines with a calm, professional manner
• Technologically savvy
• Create and process expense reports
• Assist with special projects and other duties as needed
• Tracks footage delivery deadlines; downloads and posts footage. Alerts editors and assistant editors of deliveries received
• Responsible for picture retake lists, relaying retake lists and gathering clarification materials for outside studios
• Distributes and posts QTs for internal and external review; tracking all notes that arise from these reviews
• Attends sessions and takes thorough notes; ensures they are distributed to all appropriate production staff
• Facilitates communication with partner studios by answering retake questions and coordinating the delivery of clarification materials in a timely manner
• Assists in general administrative duties, correspondence, and organization of all post related materials
• Knowledge of Word, Excel, Outlook
• Working knowledge of software and post/digital equipment
• Support tracking and managing meeting and activity schedules
• Coordinate and follow up key activities related to own LOB and other LOBs
• Support the development and preparation of executive level communications utilizing Microsoft PowerPoint, Excel and Word as needed
• Proficiency in Microsoft Office tools such as Word, Excel, and PowerPoint
• Proactive, self-motivated, and culturally sensitive
• Demonstrate clerical and administrative skills in a role supporting multiple managers and off-site team members
• Passion and desire to help the team be as effective and efficient as possible
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• Proficient in SAP transaction support (Casual Buyer and T&E Proxy experience) or with sufficient experience to learn quickly
• Type at least 50 wpm
• Strong organizational and follow-thru skills to ensure deadlines are met
• Excellent written, verbal, and interpersonal communication skills to assure successful interaction with all levels of employees
• Detail oriented with the ability to maintain professionalism under pressure and adapt/take direction from multiple leaders
• Possess an enthusiastic, positive attitude, strong work ethic, and the ability to be proactive, resourceful, and flexible
• Demonstrated related work experience for at least 3 years
• Strong grammar skills
• General knowledge of eSource and SAP system
• Minimum holding secretary diploma degree
• Excellent knowledge of Microsoft Office
• Strong communication skills both verbal and written to be able to interact confidently with internal clients
• Answer heavy phones, take detailed messages, and field caller’s questions
• Manage and schedule appointments/meetings
• Prepare all business related expenses and ensure expense reports are completed and filed in a timely manner
• Coordinate business travel including booking flights, hotels, cars and managing trip agendas and meetings
• Input creative invoices and purchase orders to finance and communicate with vendor on payment status
• Coordinate International WBS updates
• Provide additional assistance as needed to the SVP, International and International creative & digital teams
• Order department supplies
• Update the department release schedule sheet
• Create Agendas for weekly department meetings
• Coordinate the following for International meetings/summits
• Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives and business unit contacts and key external partners
• Able to make independent decisions in the handling of sensitive and confidential information while exercising good judgment and discretion since Senior Vice President is frequently out of the office
• Detail oriented with superior organization skills
• Ability to work overtime when special projects dictate
• Organized in thinking and execution to maintain efficient office, files, database, and information
• Responsible for performing high-level administrative/project oriented assignments for departmental executives, relieving management of day-to-day operations and ensuring smooth functioning of the Technology Infrastructure and Engineering Group
• The position requires exceptional word-processing skills to facilitate preparation of financial reports and other regulatory filings
• May supervise or coordinate day-to-day activities of clerical/secretarial staff
• Manage Outlook Calendars for three Customer Engagement Directors
• Maintain Outlook contact lists ensuring information is current and accurate
• Answers phones, takes messages and respond to basic inquiries exercising independent judgment to determine those requests requiring priority attention
• Manage the planning, coordination and execution of Business Travel
• Creates a positive environment for all who interact with the department
• Anticipates needs and proactively takes initiative to act upon and follow-up
• Promotes teamwork both internally and externally to achieve the departments goals
• Works exceptionally well with executives, staff, external vendors, and visitors of all levels
• Excels at building relationships with various Disney departments and external organizations
• Proficient in SAP transaction support (Casual Buyer and T&E Proxy experience)
• Prepare & audit payments on expense and mileage report
• Minimum 3 years secretarial experience and 2 years Walt Disney Company knowledge
• Demonstrated technical proficiency in Windows Environment, Internet, Microsoft Suite, Mobile Devices, SAP
• Flexibility to occasional work additional hours and to adjust schedule according to operational needs when necessary
• Ability to prioritize multiple projects/tasks efficiently
• Demonstrated verbal and written communication skills, as well as proper telephone etiquette
• Experience providing senior level and executive support and complex scheduling
• Ability to assume responsibility; function effectively in team environment or independently, with minimal supervision
• Demonstrate strong partnering skills with all levels of cast
• Demonstrate proactive problem solving skills
• Ability to function in a demanding environment with competing and changing priorities
• Ability to identify problems and develop alternatives/solutions
• Ability to recognize a need and take ownership of its completion
• Demonstrated ability to handle confidential and sensitive information
• Prepare and generate routine standard and ad hoc reports using Excel, Access or other departmental software. Schedule appointments and maintain calendar for managers
• High School diploma or equivalent in work experience
• Minimum of 3 years of progressive secretarial experience
• Working knowledge of current standard word processing, spreadsheet, and presentation software. Other Job Information. Strong administrative ability
• Strong knowledge of the Bank's organization, policies, and procedures
• Purchasing -Manages SAP/eSource procurement activities for office supplies, pantry supplies, ect in support of the Building Management team and FAM. Creates all shopping carts for Services/Goods, processes all Service Entries and Goods Receipt. Researches and tracks open orders
• Office Administration– Includes answering phones, handle incoming and outgoing mail, purchase office supplies, maintain office equipment, provide needed forms for Cast and responding to Cast Member questions. Onboarding/offboarding of cast members. Schedule meetings (date, time & location) with necessary equipment and conference calling tools for management team as needed. Maintain Cast Member information spreadsheets for Management (ex: Sick line/log, work schedules, contact information). Perform other duties as assigned by the Manager
• Payroll– Assist with any and all payroll concerns or questions for Management
• Back up support– Assist teams with administrative support as needed (ex: phone/vacation coverage)
• Run point on all office management, communication and scheduling. Prioritize the large influx of meeting requests and strategically plan the placement of appointments on the calendar for the head of theatrical research
• Coordinates/arranges travel and hotel accommodations, both international and domestic
• Filing of reference materials, reports, and overview information
• Partnering and working extensively with internal departments and external vendors to provide and/or receive necessary information, materials, approvals, updates, etc
• Order supplies/materials and process invoices uploads using casual buyer job role in SAP
• Other projects as assigned
• Able to make independent decisions in the handling of sensitive and confidential information while exercising good judgment and discretion while the Vice President is out of the office
• Detail oriented and organized in thinking and execution to maintain efficient office, files, database, and information
• Proven competency in general administrative skills including answering the phone, filing, etc. Proficient in Microsoft Office Suite including Word, Excel, PowerPoint and Outlook for meeting requests and calendaring. Technologically savvy
• Positive can-do attitude
• Interact with internal and external assistants, attorneys, legal assistants and other executives
• Manage incoming and outgoing mail for the Corp Legal SEC and Corporate Secretary’s office, including filing minutes and related corporate documents
• Maintain a database in Excel of over 700 individuals subject to corporate policies that changes on a weekly basis, including interacting with individual departments who provide information on persons contained in the database and managing quarterly deadlines with respect to notices to individuals in the database
• Track numerous documents that are routed for signature by officers and directors of the various legal entities on a daily basis and follow up when necessary
• Route and maintain original files for various regulatory filings as well as assorted state and local government filings
• Assist the Corporate Secretary’s office with maintaining the corporate database, ICSA Blueprint OneWorld
• Administrative ownership & primary point of contact for content providers with respect to BoardVantage or similar distribution application. Responsible for setting access controls in Platform for content owners, data/content collection, approval, collation and distribution
• Make travel arrangements primarily for domestic travel, prepare and timely submit expense reports, draft correspondence and revise and redline documents, schedule meetings, photocopy, assist with electronic distribution of materials and mailings, assist in maintaining a database of corporate entities including managing deadlines with respect to filings
• A minimum of 3 years experience supporting a senior lawyer or executive
• MS Office, Outlook, Excel, PowerPoint, iOS apps, SAP Workplace and Adobe Acrobat
• Ability to write clearly and communicate well both orally and in writing
• Strong organizational skills, including creation and maintenance of filing systems for legal documents and materials
• Strong interpersonal skills including ability to work effectively as a part of a team, anticipate needs, seek guidance when appropriate and manage demands from multiple sources
• Demonstrated ability to work in a fast paced and demanding environment
• Paralegal experience would be a plus
• Blue Print/One World or other corporate entity database
• Familiarity with electronic document management systems
• Provide direct administrative support for the EVP
• Prepare executive level presentations, memos, letters, reports, spreadsheets, and other correspondence
• Coordinate travel and prepare T&E reports
• Support special projects, promotions, events, and/or programs, as needed or assigned
• Team player, who is a highly motivated self-starter with the ability to multi-task and work well under pressure
• Exceptional organizational skills with strong attention to detail
• Able to demonstrate professional demeanor in a team-based environment
• Ability to work flexible hours and overtime as necessary
• A minimum of 5 years supporting an executive in an administrative capacity, preferably in the entertainment industry
• Minimum 3 – 4 years' secretarial/administrative experience, preferably gained from CPA firms or MNCs
• Detail oriented, well-organised and able to work under pressure and meet tight deadlines
• Willing to work overtime due to the time difference in field project implementation
• Proactive, motivated and result-oriented
• Proficiency in MS Office, including Outlook, PowerPoint, Word, Excel, Access and Chinese Word Processing
• Excellent command of both spoken and written English and Chinese (Cantonese & Mandarin)
• Compiling data and following up on all business activities related to Client and Engagement acceptance/continuance on DRMS
• Typing, editing, formatting and delivery of: Proposals, Engagement Letters, Financial Statements, Proxy for attending general assembly meetings, Meeting minutes of held general assembly meetings, Business Correspondence & PowerPoint presentations
• Translation of Financial Statements into English
• Issuing invoices and following up on collections
• Printing, copying, scanning, faxing and mailing of documents to clients and team members
• Responsible for filing all types of documents
• Checking the Partner’s emails, forwarding, replying to and following up on the received and sent emails
• Coordinating and managing Partner’s calendar (meeting and appointments)
• Coordinating all travel arrangements
• Preparing various requested reports, such as: Actual time reported on Coretime, Invoicing and collections & All documents received from Client
• 3-5 years of experience in administration
• Fluency required in English and Arabic
• Proactive, Independent and precise work
• Professional attitude and appearance
• Friendly personality
• Welcome and direct families/visitors who enter the Family Resource Center
• Assists with the implementation and maintenance of district Family Resource Center programs
• Processes incoming/outgoing books and materials utilizing manual and computerized system
• Maintains integrity of both print and non-print materials
• Maintains inventory of books, equipment and audio visual materials
• Assists in preparation of class schedules as required
• Performs simple repairs on books, equipment and other materials
• Assists Director in collection of evaluation data
• Types correspondence, memos, as required
• Performs photocopying, as required
• Performs errands and relays messages
• Performs other office related tasks as assigned
• Assists with maintenance of supply inventory
• Maintains files, as required
• Travels between Family Resource Center and school sites, as required
• Answers telephone and directs messages, as required
• Provides translation services as needed
• Performs other related tasks as assigned
• Bilingual ability in English and Spanish
• Prior experience desirable
• Experience with PC programs
• Be the gatekeeper to manage the time of the team - efficiently and proactively organise diary, appointments and travel
• Schedule, book and arrange resources for conferences, meetings, appointments and travel, following firm policies for contracting with external and internal suppliers, e.g. ensure use of Cushman & Wakefield travel supplier
• Answer telephone and email queries promptly for absent team members
• Take accurate minutes at meetings when required
• Provide general office support including faxing, photocopying, filing, typing letters, scanning, binding, archiving, opening and disseminating post, dealing with queries when necessary
• Be flexible in order to undertake nominated/additional duties in order to ensure the smooth flow of work through the team or business units
• Highly proficient in all Microsoft programmes including MS Word, PowerPoint, Excel and Outlook
• Must be able to multi-task and manage multiple priorities
• Ability to set up conference calls and WebEx
• Demonstrable Secretary/ PA experience
• Experience working in the property sector or financial or professional services firm an advantage
• Proactive in assisting other colleagues when needed
• Can maintain high levels of confidentiality at all times
• Plan, budget and schedule business travels and make travel arrangements as well as agenda
• Handle and track expense reimbursement
• Maintain calendars, schedule meetings and appointments
• Edit and maintain SharePoint
• Organize offsite meetings or department outings
• Effectively and professionally communicate with all levels of the organization and provide proper assistance/information
• Receive oversea visitors, take full charge of visiting agenda, including setting up appointments, ground transportation, hotel booking, entertainment, ect
• Per request, participate in the meetings to make minutes or reports
• Per request, draft or update PowerPoint slides for meetings/presentations
• Assist and provide coverage for other administrative assistants as needed
• Perform related duties and responsibilities as required
• Bachelor’s degree; Major in English Literature and Business Administration preferred
• Minimum of 3 years solid working experience in executive secretarial area, MNC admin assistant experience preferred
• Highly proactive and results-oriented
• Excellent communication and coordination skills
• Good planning and time management skills
• Willingness to take challenges and can work under pressure
• Attention to details
• Demonstrated ability of organizing events/large conferences
• Fluent in both verbal and written English
• Good command of MS office - Word, Excel, PowerPoint
• Role will assist in data protection, organisation, management, oversee reporting on national contracts
• Provide secretarial support to the team by establishing this role within team
• Release surveyors time, allowing them to drive revenue and identify opportunities
• Create a uniform approach to collection and presentation
• Ensure correct administration of contract requirements
• Become the interface between Global Occupier Services (GOS) and Lease Advisory Services (LAS) reporting
• Improve efficiencies and delivery
• Comprehensive management of casework from initial instruction, job allocation, file and template creation, collation of relevant documents, conflict checking, booking inspections, reporting management, data team liaison and raising invoices and fee schedules
• Requires a proactive approach to ensure internal and external databases are kept up to date at all times
• Ensure the teams electronic and hard copy filing systems are managed and maintained to a high standard and to be responsible for monthly internal file management auditing
• Ability to communicate effectively and deliver results through vertical line management structure
• Provide high level support in production of all presentations, pitches, reports, proposals in line with client’s & manager’s requirements
• Ensure confidentiality of Client’s information both internally and externally
• Be flexible in order to undertake nominated/additional duties in order to ensure the smooth flow of work through the team or business units to client delivery
• Experience of Workday and Salesforce would be an advantage
• Create and maintain spreadsheets, calendaring and databases on a personal computer
• Proofreading correspondence, memoranda, and generating ad-hoc reports as requested
• Compose a variety of correspondence and memoranda from verbal directions or from knowledge of departmental policy or procedures
• Schedules and confirms meetings and arranges for travel, facilities equipment, parking, refreshments and other related details
• Assist with maintaining calendars related to scheduling in-person meetings or telephone meetings with employees
• Answer telephones and emails, routes callers to appropriate HR Generalist or unit, takes messages and provides routing information to KSOM staff
• Attend meetings; takes and prepares minutes for review by supervisor prior to distribution
• Assist in the collection of various materials and data for special reports and special projects, such as Winter Recess balances, Current Count of Employees on Leave of Absences, and Performance Review Status Reports
• Provides assistance with the day-to-day administration
• Oversees equipment and office supply inventories and initiates or determines timing of service requests and supply orders
• Perform a variety of clerical duties and other duties as assigned by Human Resources Manager(s) and Director
• Providing administrative and secretarial support
• Handling and management of confidential documents and sensitive information
• Scheduling appointments, coordinating of meetings and management of calendars of executives
• Handling travel arrangements
• Preparing presentation materials
• Solid secretarial experience with substantial experience in supporting senior executives
• Dynamic, confident, highly motivated and team oriented
• Attention to detail, excellent organizational and discretion with confidential information
• Good prioritization skills, flexible and analytical
• Good interpersonal, communication skills and a good team player
• Perform a wide range of word processing / keyboard duties including, but not limited to correspondence, reports, and data tables
• Coordinate all travel arrangements and prepare business itinerary
• Establish and maintain record keeping and filing systems for department
• Serve as a liaison between managers and Bank personnel, responding to routine questions and/or issues on departmental matters
• Prepare expense vouchers for manager(s)
• May assist in the preparation of business presentations, management letters, and other communications
• Perform basic research and information gathering for manager
• Perform other related duties and projects as assigned
• Incumbent works under general supervision. Responsibility is limited to his or her own duties. Contacts may be both internal and external
• Minimum one year secretarial experience
• Working knowledge of MS Word and Excel
• Good administrative ability
• Travel arrangements for the Partner and their teams
• Co-ordinating meetings & booking meeting rooms
• Fee schedule management – ensuring accuracy at all times
• Logging Opportunities on Salesforce
• Monthly client invoicing on Workday
• Monitoring debtors and chasing where appropriate
• Processing expenses on Workday
• Assisting the Partner with the Key Client Programme for Land Securities and the Manchester Office
• Assisting the Partner with business development – taking notes at the meeting and driving through actions
• Attendance at monthly team update meetings and taking notes
• Producing marketing flyers, particulars, newsletters and brochures using Vuture, Powerpoint and InDesign
• Keeping a schedule of key instructions – ensuring this is up to date
• Arranging retail events
• Sending invitations to clients for events and logging responses
• Liaison/knowledge sharing with Retail PA’s nationally
• Binding & scanning documents
• Accurate message taking for team and fielding telephone calls
• Updating lists & schedules
• Filing & ad hoc duties
• Audio typing of general correspondence and reports
• Prioritising work load and assisting a busy team
• Assisting other areas of the business as required
• Setting up/ clearing meeting rooms
• Meeting and greeting clients/visitors to the office
• Knowledge & Experience
• Skills & Personal Qualities
• Greets all family members, visitors and staff that visit the department. Assists them with their needs or directs them to other staff, departments or resources as appropriate
• Answers multi-line telephone, screens calls, answers questions, takes messages or directs inquiries to appropriate staff or department
• Generates a variety of documents such as letters, memos, reports, forms, meeting agendas, meeting minutes, daily census report
• Enters data for daily, monthly and annual reports
• Orders and maintains supplies for the daily operations of the office
• Assists the Manager with financial accountability by preparing disbursement requests, maintaining records of all departmental expenditures, verifying all monthly expenditures against the General Ledger
• Prepares written reports for monthly financials as requested
• Courteously answers the phone, screens and triages calls appropriately. Receives messages, prescription refill requests and performs other telephone duties as required
• Performs duties as a team member, integrating activities with fellow employees and providers
• Schedules appointments accurately and efficiently within established scheduling protocols
• Coordinates mail processing for office to include: receipt of record releases, copying of records, mailing of records / correspondence, and responding to other general office requests via mail
• Manages physician schedules by following up on patient no-shows, sending out reminder cards, and/ or providing telephone reminders for office visit in accordance with established protocol
• Reports the use of supplies for reordering and maintains practice so that it is always neat and clean
• Conduct a full pre-employment screening to determine a subject's adherence to agency specific qualifications
• Prepare hard copy background investigation packages. Prepare and update background investigation files
• Track the status of background investigations, run reports and queries, create documents for a variety of investigative purposes and assist the branch chief with weekly investigative numbers
• Scan documents to be transmitted to OPM
• Initiate and review background investigations in e-QIP
• Run credit reports and other requested investigative checks
• Update data entries daily and run reports as requested
• Prepare and review correspondence letters, memorandum and emails
• Perform photocopying tasks, including making additional copies as needed
• Answer incoming branch phone calls responding or transferring accordingly
• Alphabetize or otherwise organize, enter into appropriate databases, and file forms and other documents. Enter and retrieve information in branch databases
• Prepare and draft Standard Operating Procedures for team functions. Review and implement changes to procedures to improve efficiency and effectiveness
• Assist with training of new branch employees and contractors
• Represent the branch to other agency directorates and provide guidance and assistance with requested
• Submit invoice and timesheets to COTR for review and acceptance. Work with COTR to correct errors, omissions, or invoice timesheet discrepancies
• Stay abreast of and research federal reform efforts to ensure compliance and clear understanding of federal personnel security policies
• Attend training as necessary to include, but not limited to, OPM e-QIP system, clearance/security briefings
• Assist the Branch Chief and COTR with special projects as needed
• High School Diploma or GED, Bachelor degree preferred
• 2 to 5 years’ experience in a general office setting
• High level of Verbal Communcation skills
• Customer Oriented
• Time Management a must
• Highly Organized
• MS Office Suite
• Have a working knowledge of Tririga as pertaining to work tickets. Extract pertinent information from requestor to produce a clear and concise work ticket. Use Tririga software to create work tickets for maintenance trades. Be able to prioritize requests
• Have a working knowledge of resources available in the site. Have a basic knowledge of different government entities across the site Know the Executive Admin name/number
• Coordinate between maintenance sections and customers. Understand each trade’s scope of work
• Keep metrics for all FHD activities and production control. Perform and collect data for customer satisfaction survey
• Good telephone skills a must
• Update continuity book information
• Update Broadcast Voicemail response list
• Tracking budget allocations and expenses
• Performing quality reviews of documents
• Resolving administrative problems; AND
• Ensuring the accuracy of data in reports, identifying and correcting errors
• Performing quality reviews of documents; AND
• Providing assistance to resolve administrative problems
• Providing assistance to resolve administrative problems; AND
• Knowledge of administrative concepts, principles, and practices sufficient to independently provide support services to the manager
• Knowledge of administrative operating procedures, policies and instructions required to carry out daily administrative functions including security, procurement, financial management, telecommunications, property, supply and equipment
• Comprehensive knowledge of domestic and international travel policies and procedures
• Knowledge of grammar, spelling, and punctuation needed to review and prepare a variety of technical materials
• Knowledge of the capabilities of a variety of types of office automation software, hardware, and related equipment. Detailed knowledge of typing formats, forms policies, filing systems, and terminology of the organization
• Knowledge of organizational functions, policies, and practices needed to provide administrative services essential to the operation of the organization
• Ability to coordinate administrative support among teams within the Office of the Center Director
• Ability to communicate orally and in writing and perform as a team member with managers and employees, both within and outside the organization and Agencywide
• Requires a fully-qualified typist
• Possession of a High School diploma or equivalent
• Foreign degrees must be evaluated for U.S. equivalency
• A minimum of two (2) years of secretarial experience including one (1) year at the level of Secretary I
• Ability to independently coordinate and prioritize multiple tasks
• Proven experience as executive secretary or similar administrative role
• Proficient in MS Office and “back-office” software (e.g. ERP)
• In depth knowledge of office management and basic accounting procedures
• Integrity and confidentiality
• Experience with procurement, sharepoint
• Experience with Deltek/Costpoint (ERP)
• Calendar Management
• Outstanding communication
• One year of clerical or administrative office experience
• Exceptional interpersonal skills with the ability to influence and build working relationships among a diverse workforce
• Strong organizational and time management skills with emphasis on accuracy and attention to detail
• Ability to identify and determine problems, analyze information and implement solutions
• General office practices and procedures
• Personal computers, using Microsoft Word, Excel, and Outlook
• General office equipment including fax, copier and multi-line phones
• Basic mathematics
• Business best practices and quality assurance practices
• People management
• Active listening
• Learn and adhere to Department of Child Safety (DCS) policies, rules, and regulations
• Adapt to changing priorities
• Collaborate and coordinate completing assignments with other staff
• One year professional office experience providing administrative support to a manager
• Be the gatekeeper to manage the time of the Valuation team - efficiently and proactively organise diary, appointments and travel
• Assist team in meeting their financial management including invoices, expenses, billing etc
• Support the team in providing a fast-moving, forward thinking approach, encouraging a supportive environment within the division
• Scheduling and maintaining appointment calendars, screening telephone calls, receiving visitors, making travel arrangements and coordinating conferences and meetings
• Maintaining time and attendance; and
• Utilizing various automated systems to generate correspondence and reports
• All qualification requirements must be met by the closing date of the vacancy announcement.**
• Technical knowledge of the secretarial role and multi-functional skills
• Plan, coordinate and evaluate workload to meet project requirements through effective time management
• Ability to perform effectively in a team environment with a strong Client focus
• Strong communication skills, good understanding of English and good written grammar
• Advanced proficiency in MS Applications
• Experience working in the Middle East is essential
• Knowledge of document control systems would be advantageous and a background in the construction industry would be highly desirable
• Provides clerical and administrative support to the designated department
• Communicates information between staff members, physicians, other departments, patients and their families
• Answers the telephone and routes call appropriately or takes message
• Completes computer data entry requirements
• Attention to detail and proofreading experience
• Prior experience multi-tasking and adapting to changing priorities
• Experience working in a unit and taking direction from various staff
• Experience handling sensitive and confidential matters professionally and discreetly
• Strong organization and record keeping skills
• Working knowledge of Microsoft Excel, Word, Access, and Outlook
• Interacts with all levels of staff requiring excellent verbal and written communication skills
• Prepares, edits, and proofreads all business correspondence for accuracy, thoroughness, consistency, and appropriate formatting, including but not limited to proficiency in spelling, grammar, proofreading, and editing
• Handling sensitive and confidential matters professionally and discreetly
• Section's clerical support requiring proficient knowledge of computer software applications (i.e. Microsoft Office Suite)
• Providing excellent customer service and interpersonal skills
• Managing calendars and related documents
• Coordinating meetings, conferences, trainings, appointments, and travel/guest arrangements
• Providing secretarial back-up to the Administrative Services Division
• Demonstrated ability to work independently, to follow through on instructions, and meet deadlines
• Strong organizational skills and demonstrated ability to establish priorities
• Demonstrated ability to handle direct high profile assignments
• Checks materials being submitted to the manager to ensure all relevant information, signatures, etc. are included and accurate
• Provides written and verbal response to inquiries; screens telephone calls and provides immediate assistance to requested information or refers callers to appropriate staff for assistance
• Prepares and finalizes correspondence, documents, forms, etc., and ensures that all materials submitted for approval are accurate and complete, and that all relevant information, attachments, are included
• Maintains the Chief of Consolidated Business Operations calendar and coordinates meetings as requested
• Tracks internal and external assignments and creates/maintains comprehensive filing systems
• Excellent verbal and written communication skills with proficiency in spelling, grammar, proofreading, and editing
• Proficient in the operations of computer programs such as Microsoft Excel, Word, Outlook, PowerPoint, Access, timekeeping, Internet, and Intranet
• Independent, reliable, creative and resourceful person who is a self-starter
• Provides secretarial support for management staff
• Updates staff calendars; schedules meetings and events; and drafts correspondence, such as memos, bulletins and cover letters
• Prepares agendas, handouts and minutes for various committee meetings
• Screens and provides information and referral sources for incoming telephone callers and visitors
• Tracks compliance of all employee mandatory trainings for the facility
• Tracks compliance of employee performance evaluations for the facility
• Prepares and maintains administrative and on-site HR files and documents, both paper-based and electronic
• Assists with new employee onboarding and employee termination documentation
• Assists employees with FMLA, disability or payroll inquiries by referring them to the correct HR department
• Assists the Hiring Manager with pulling and updating eligibility lists from CDMS and scheduling interviews with candidates
• Picks up paychecks every pay period from Harbor-UCLA on-site HR office
• Tracks completion of monthly invoice payments for a variety of contracts and services
• Arranges for processing and pick up of checks through Harbor-UCLA for annual building permits and licenses
• Initiates supply orders through OLR system
• Calls in work orders for mechanical/telephone/computers and other repairs
• Coordinates County charitable giving campaigns
• Performs "special assignments" as needed
• Experience in Microsoft Word and PowerPoint
• Performs high level of complex word processing such as formatting and editing program specific correspondence, forms and evaluation reports for distribution to appropriate program contractors, County departments, outside agencies and the general public
• Maintains and updates calendar(s) for supervisor(s)
• Makes appointments, arranges conferences, trainings, and meetings
• Types letters, memos, route slips, labels, reports, and creates tables and charts utilizing various computer software
• Gathers data for general information purposes or special reports. Will contact other departments, employees, agencies, and individuals for additional material as necessary, as well as, prepare reports for supervisor's approval upon request
• Checks material being submitted for supervisor's attention to ascertain that all relevant data, files, and signatures are included
• Acts as a liaison between the supervisor's office and other departments, agencies, and jurisdictions
• Attends meetings and takes minutes, submits to supervisor(s) for review, and distributes as directed
• Screens office calls, takes detailed messages, and furnishes requested information. Will personally handle calls which do not require the attention of the supervisor(s) and refer calls not handled by the Division to other appropriate sections or divisions as needed
• Delivers, picks up and distributes mail, as required
• Photocopies and distributes documents; files and faxes documents
• Keeps track of routine personnel, budgetary, and other operational functions such as timekeeping
• May contact the Chief Executive Office, Department of Human Resources, and/or other County departments for information as requested
• Keeps track on the execution of plans, improvements, and projects initiated by the supervisor and makes recommendations towards the improvement of divisional procedures
• Logs and tracks incoming and outgoing mail, assignments, and action materials; maintains chronological files
• Excellent organizational skills and the ability to establish priorities and multi-task
• Strong computer skills in MS Word, MS Excel, MS Outlook, CWS/CMS, Internet, eCAPS, DACS, and other software programs
• Ability to work with highly sensitive materials
• Strong ability to work independently and as part of a team
• Demonstrated ability to work within timeframes; meet deadlines
• Ability to interact with all levels of staff
• Strong interpersonal skills with the ability to work effectively with staff, county employees, other county departments, and outside agencies
• Strong teamwork skills
• Demonstrated ability to effectively track and monitor administrative assignments
• Flexibility and ability to work on multiple assignments simultaneously, meeting critical deadlines while ensuring a thorough and efficient product
• Strong written and oral communication skills with proficiency in spelling, grammar and ability to proofread, as well as edit correspondence
• Bilingual (Spanish-Speaking) skills are highly desired
• Demonstrated good organization and record keeping skills
• Highly proficient with Microsoft Word, PowerPoint and Excel
• Excellent interpersonal skills and the ability to interact effectively with all levels of staff
• Proficient in the operations of computer systems such as CWS/CMS, Excel, Microsoft Word, Ecaps, DACS, internet, intranet, Outlook, Power Point and Access
• Ability to work independently, to follow thorough on instructions and meet deadlines
• Ability to handle direct high profile assignments
• Proficient in the operations of computer systems such as CWS/CMS, Excel, Microsoft Word, eCAPS, DACS, Internet, Intranet, Microsoft Office (Outlook, Power Point and Access)
• Ability to work independently, to follow through on instructions and meet deadlines
• Ability to handle high profile assignments
• Ability to multi-task and to track several different projects through completion at the same time
• Screens office and telephone callers, meets the public, furnishing the information requested or referring to others as needed
• Coordinate and ensure accurate completion of various assignments for SPA 4
• Maintain appointment calendars; makes appointments, arranges conferences, speaking engagements, and meetings for NM & supervisors
• Prepare minutes, letters, memos, reports, and various documents
• Maintains up-to-date files and records including those of a confidential nature perform confidential and personal services, as requested
• Provides timekeeping services for all SPA 4 nursing staff assuring timely preparation of all times reports
• Maintains Nursing and Departmental policy and procedures/manuals
• Gathers & organizes data for general information purposes or special reports, contacting other departments, agencies, and individuals for additional material as necessary, and prepares various reports
• Performs other duties as required and assigned
• Able to work independently and as part of a multi-disciplinary team
• Able to handle multi-tasks under deadlines, prioritize and organize
• Excellent computer skills in Word, PowerPoint, Excel, Internet and various computer programs
• Highly effective interpersonal skills
• Creative, resourceful, and adaptable
• Performs high level complex word processing such as formatting and editing program specific correspondence, forms and complex evaluation reports for distribution to appropriate program contractors, County departments, outside agencies and the general public
• Tracks the execution of plans, improvements and projects instituted by the supervisor
• Screens telephone calls, personally takes care of those calls which do not require the attention of the supervisor
• Acts as intermediary between supervisor and staff, transmitting messages, orders and verbal instructions
• Schedules meetings and appointments with staff and administrators using GroupWise Calendar and arranges conference calls
• Checks materials submitted for supervisor's attention to ascertain that all relevant office signatures are included
• Prepares online requisitions for services and supplies, travel requests, reimbursements, and mileage forms
• Self-starter and ability to work independently
• Maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff
• Works fairly independently receiving a minimum of detailed supervision and guidance
• Performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers may exist in the environment, requiring working knowledge of certain office software programs
• Uses greater judgment and initiative to determine the approach or action to take in non-routine situations, interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations
• Based on knowledge of the supervisor's views, compose correspondence on own initiative about administrative matters and general office policies for supervisor's approval
• Anticipate and prepare materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered
• Read publications, regulations, and directives and take action or refer those that are important to the supervisor and staff
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions
• Advise secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., and shifts clerical staff to accommodate workload needs
• These are SCA jobs and will vary accordingly by assignment within and across contracts
• Types 50-60 words per minute
• Knowledge of domestic and international postal and customs practices
• Interacts professionally with all levels of employees and customers
• Generally 3-5 years previous secretarial experience
• Manages schedule, calendar and meetings for EVP and Director
• Manages Travel and Expense for EVP and Director (including understanding of company expense policies), including monthly expense reports
• Handles memberships and subscriptions for EVP and Director; orders office supplies; and processes other electronic transactions
• Creates a professional and positive environment for all who interact with the team
• Promotes teamwork both internally and externally, works exceptionally well with executives, staff, and external associates, visitors at all levels. Ability to tactfully manage EVP’s and Director’s time, multi-task and communicates with authority
• Highly responsive and accessible via telephone and e-mail to handle urgent requests
• Excellent computer proficiency – Mac & Windows: Keynote, Microsoft Word, Excel, etc
• Administrative experience at senior management level within entertainment industry
• Ability to work within a fast-paced environment; Detail oriented with the ability to maintain professionalism under pressure
• Strong interpersonal skills, including the ability to work effectively within a highly matrix organization, ie with other executives, filmmakers, assistants and staff at all levels
• Professional demeanor to serve as first point of contact for the EVP’s team
• Ability to operate with the EVP’s team and form a strong partnership with the additional team assistant
• Knowledge of past and current Disney, Marvel Studios, Lucasfilm films; passionate about movies
• Assist with processing highly sensitive and confidential information
• Compile, type, edit and distribute any correspondence/information according to general directions received from physicians or managers
• Answer incoming phone lines and direct calls to departments as necessary
• Coordinate and schedule meetings for operations team including securing locations and additional needs (ie lunch, handouts, etc) for meetings or functions
• Assist operations team with expense forms, seminars/courses, flight and hotel in accordance with TPR policy
• Assist physicians with professional memberships, board certifications, and fellowships
• Perform other work-related duties as required
• Responsible for administrative support tasks up to executive level
• Based on knowledge of the supervisor’s views, composes correspondence on own initiative about administrative matters and general office policies for supervisor’s approval
• Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc and informs supervisor or matters to be considered
• Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff
• Prepares special or one-time reports, summaries or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence or other offices, etc under general directions
• Advises secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc. Shifts clerical staff to accommodate workload needs
• Handles a wide variety of situation and conflicts involving the clerical or administrative functions of the office which often cannot be brought to the attention to the executive. The executive sets the overall objectives of the work. Secretary may participate in developing the work deadlines
• Required skills include the ability to carry out approved error recovery procedures; excellent written and interpersonal communications skills; and the ability to work independentl
• Maintains files for reports, equipment and other documents as requested by the Director, Assistant Director, or Operations Manager. Receives incoming phone calls for the Operations Manager and all contract employees. Answers all incoming calls to the front office telephones (external and internal) in a highly professional manner and forwards calls, takes messages or resolves calls as warranted on an individual basis
• Assures timely submission of required reports on a daily, weekly, bi-monthly or monthly basis
• Receives deliveries and arranges for pick-up of outgoing shipments
• Operates the photocopy and facsimile machines and handles service issues
• Responsible for timely delivery of incoming facsimile transmissions
• Sort incoming administrative mail and distribute if necessary. Receives all incoming mail addressed to the Contractor’s Operations Manager
• Distribute information from the Director, Assistant Director, or Operations Manager
• Assist with Weekly Workload Report and Monthly Productivity Reports as required
• Required to actively participate with teams for continuous quality improvement and production workflow
• Maintains flexibility to learn and assist within each passport operation as required by the workload and per the direction of the supervisor
• Must assist in training employees for the essential job functions
• Must help to constantly improve the training process / procedure
• Maintains constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the workday
• Adheres to the Federal Privacy Act Laws
• Interfaces with TDIS-PD system if required
• A minimum of three (3) years of general office experience
• Demonstrated ability to analyze facts, evaluates information, and draw conclusions
• Ability to work altered work schedule when necessary
• Possession of a high school diploma or equivalent
• A minimum of one (1) year clerical/secretarial experience
• Ability to deal tactfully with the public
• Communicate office problems tactfully
• Coordinate office activities with other administrative team members
• Experience with Windows, MS Office including Word/Excel/Access
• Knowledge of the use of proper English/grammar/spelling/punctuation
• Maintaining files and active records
• Deltek, Sharepoint and database experience
• Assist the Dental Director and CODE Director with the preparation of reports for the Dean’s Office
• Answers telephones, screens calls, transfers to proper extensions, locates faculty, staff and/or students and/or relays messages to members of the Office and/or Centers
• Schedules patient appointments, makes confirmations and telephones the night before appointment, records disappointments and cancellations; verifies Insurance Eligibility for all patients and establishes and approves method of payment on a sliding fee scale
• As an Intake person, implements patient registration, billing, account review and other procedures for the day-to-day management of patient’s accounts
• Responsible for chart retention on each patient seen at the Center. This includes pulling charts for appointment and filing after its use. Verifies that all pertinent entries regarding fees and follow-up are recorded
• May be asked to cover at any one of the dental centers in the Extramural Clinics
• A high school diploma is required; a GED or certificate from a vocational training curriculum may be substituted
• Must possess the skills and ability to effectively communicate both orally and in writing
• Must possess and exercise diplomatic tact and interface with the customer
• Must be proficient in the full suite of Microsoft Office products and tools
• Performs secretarial duties including the sorting and routing of mail, maintains/ordersoffice supplies, schedules meetings, copies/scans/files documents, prepares and distributes agendas for meetings, tracks meeting attendance, arranges travel and other accommodations
• Completes work related to Division Quality meetings by entering cases into RL Solutions database, scans final documents, and files cases in Division binder and MD files
• Assists with reconciling the Ledgers on a monthly basis
• Assists the Quality Staff with work including but not limited to; follow up calls to patients, coordination of patient mailings, looking up and entering ICD codes into a database, and organizing data collection forms
• 2 years of post-high school education, secretarial or computer studies or equivalent. At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants. Detail oriented with strong organizational and prioritization skills and ability to work independently under general guidance. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Access), software/web applications, internet/intranet and electronic medical record. Medical terminology knowledge/experience preferred. Ability to interact with staff from all levels of the University in a professional and courteous manner
• Takes and processes payment for student registrations that come in via phone, by mail or online. Advises students on class offerings. Recommends classes that coincide with students’ area of interest
• Manages the Workshop’s main email account. Creates templates and sends email confirmations
• Creates and maintains class rosters. Ensures that information is correct and that all registered students get placed on appropriate lists
• Assists students and teachers with their needs and questions. Sells jewelry and drawing supplies
• Assists during brochure production. Provides proofreading support. Reviews and corrects mailing list before it’s sent to the printer
• Assists Curriculum Director in coordinating the volunteer schedule
• Fulfills other duties as needed
• Work under pressure with deadlines in a stressful environment
• Prioritize workload, manage time and problem solve
• Work with limited direction
• Communicate effectively with patients, staff, and faculty in a culturally diverse environment
• Works closely with the URMC Advancement Academic Programs Administrative Assistant and support team. Has a clear understanding of the programs, strives to continuously develop best practices to streamline process. Ensures productivity of the department by multi-tasking meeting coordination, travel arrangements, calendaring and providing general office support in a very fast-paced team-oriented office setting. Performing tasks as assigned through the Administrative Support assignment distribution process in conjunction with the admin support staff team
• Drafts correspondence and prepares acknowledgements for signature by directors, deans and division chairs. Entails running a weekly report, manipulation of data, customization of letters, proofing, editing. Strong attention to detail is necessary
• Works very closely with the Eastman Institute for Oral Health (EIOH) Director to coordinate and execute routine reports, projects and events. Overall EIOH program knowledge and support. Opportunity to use creative problem solving skills to enhance the EIOH program overall
• Prepares, assists, and coordinates a variety of projects. Researches and compiles information on alumni and donors for publications, reports, and correspondence. Coordinates in-house and outside mailing projects. Triages mail, and prepare responses when possible. Prepares PowerPoint slides for meeting presentations and agendas as needed
• Must be able to interact with alumni, leadership and staff. Works closely with staff from the schools represented by Academic Programs. Screens incoming telephone calls and coordinates work with fellow staff members
• Perform various administrative responsibilities as the programs necessitate
• Create, collate and despatch documents (letters, spreadsheets, faxes, mailshots) as required
• Provide telephone support and handle incoming calls for the Project Manager as required
• Manage diaries for the Project Manager, ideally electronically, ensuring other staff are informed of whereabouts as necessary
• Arrange temporary administrative support as required
• Book meeting rooms, arrange refreshments and other catering where appropriate for visitors, greet visitors and organise hotel and travel arrangements for project staff and visiting guests as necessary
• Carry out photocopying as required
• Maintain effective document storage and retrieval systems
• Plan and prioritise workload to maximise efficiency
• Good keyboard skills and IT literacy (ideally Word, Excel and ACONEX)
• Performs order processing
• Releases orders placed by provider/nurse from the AMR
• Transcribes written orders into LIS
• Phones, faxes, or mails reports, as required
• Prepares miscellaneous billing; both automated and manual
• Maintains records
• Maintains filing system for requisitions and reports
• Answers and directs phone calls to ensure concerns, requests, and/or questions are responded to in a timely and positive manner
• Schedules patients per site protocols
• Takes appropriate remedial action following established laboratory guidelines
• Maintains documentation to comply with regulatory requirements
• Assists in monitoring of QA indicators
• Participates in annual competency programs
• Responds to and resolves customer concerns and questions within guidelines
• Participates in the instruction and orientation of lab employees
• Actively participates in CE and complies with regulatory agency CE requirements
• Reviews required manuals/procedures
• Thoroughly documents relevant patient information (or care) to assure accurate billing
• Assures overall compliance with all regulatory agencies: OSHA, Collegeof American Pathologists (CAP), Joint Commission, CLIA
• Adheres to Allina Billing and Compliance Standards: Medicare/Medicaid/Third Parties/Self Pay, HIPAA
• Employee Standards of Business Conduct
• At least two years previous experience in a business setting is required
• Must be able to type 45 wpm
• Experience with personal computers is required
• Medical terminology is preferred
• Experience using Meditech, ChartMax and scheduling
• Performs secretarial and receptionist duties relieving management personnel of routine administrative duties
• Prepares, as required, special reports, charts and forms
• Responsible for the safekeeping of all files, records and reports and ensuring files are labeled in accordance with Army Record Information Management System (ARIMS). Updates and makes changes to the SOPs and other documents used in department
• Performs varied clerical and secretarial duties requiring a knowledge of office routine and an understanding of the organization, programs and procedures related to the work of the office
• Must possess and continuously maintain a current driver’s license
• Work requires long, strenuous hours under pressure and extensive interaction with customers
• Must be willing to work overtime as required and cross train as directed
• Must comply with published Company work rules
• Will be required to work an uncommon tour of duty including nights, week-ends and holidays
• Must be able to pass a Pre-employment drug test and a National Agency Check with Inquiries (NACI) for computer access
• Performing office management and support duties including day to day administrative functions
• Guiding, or advising subordinate clerical staff
• Experience with controlled correspondence processes, systems and procedures in support of a Senior Executive
• Experience with Government processes and procedures for conference, training and meeting approval and reporting
• Receive telephone calls and visitors; handle routine matters personally and route non-routine business to proper staff for action
• Provide clerical assistance to Wellness
• Manage incoming/outgoing mail and follow-up on dates for action items
• Maintain and update department standard operating procedures
• Assist with transportation support as needed for GED testing and other student services
• Promote student attainment of career success standards through modeling appropriate skills, mentoring students, monitoring skills acquisition and intervening when inappropriate behavior is observed
• Database management for department records
• Purchasing and payroll responsibilities
• Clerical support for development of new initiatives (may require computer design skills)
• Supports clerical needs of all supervisory staff in the department
• 2 years of post-high school education in secretarial studies or equivalent. At least 3 years of secretarial and office experience, including one year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Advanced secretarial skills. Ability to take and transcribe notes. The ability to operate commonly used office machines, such as computers, office copiers, fax machines, calculators. OR a combination of formal training and experience equivalent to the above
• Serves as the back-up secretary to the Division Secretary and shares fully in the administrative controls and functions of the Division
• Receives visitors and telephone calls to the supervisor and determines the nature of call or business of visitors
• Schedules briefings from appropriate employees to keep supervisor informed of functional areas of responsibility or project status
• Controls supervisor’s appointment calendar, to remind supervisor of scheduled meetings, conferences, telephone calls, reports or letters due, etc
• Attends supervisor’s staff meetings and other meetings as necessary, takes notes, and prepares summary reports of proceedings for reference and other purposes
• Screens incoming correspondence of both a general or specific nature and action documents, refers highly technical matters to supervisors on basis of urgency or precedent nature
• Makes all necessary travel arrangements for supervisor, including arranging schedules of visits, prepares travel authorizations, vouchers and other associated documents
• Prepares Time and Attendance (T&A’s) for assigned employees using automated attendance reports and leave slips
• Occasional Travel May Be Required
• Preparing detailed summary reports at meetings and conferences
• Completing complex travel arrangements
• Reviewing reports and correspondence for signature
• Utilizing time management and/or tracking skills
• Communicates clearly with all levels of employees and providers
• Regularly interact with Physicians, Directors, Office of Counsel and Department Administrators
• Promote cooperation within the department and leads by example, works as a team player to improve office functions
• Possess intermediate computer skills including Microsoft Office, Excel, Microsoft Outlook, and Access
• Completes work accurately, in a timely manner with great attention to detail
• Confirm details, compile and process faculty reappointment contracts
• Serve as the central contact for other departments related to changes needed for Primary Care contracted providers
• Track and follow-up with providers, legal and Academic Affairs related to contract modifications and necessary changes to faculty roster and Med-Staff appointments
• Attend weekly recruitment meetings to discuss new candidates and possible contracts to identify possible pitfalls that must be addressed to move forward
• Work with finance to appropriately document FTE, salary, and administrative changes as well as making sure all initial contracting providers are paid appropriately (loan forgiveness, signing bonuses, etc.)
• Create and maintain an Access database of provider information, as well as the electronic provider contracts warehouse
• Assist with the tracking and follow-up of providers related to expiring elements for their medical staff appointments (Health review, PPD, Mask Fit)
• Work with senior leadership to complete a monthly review of faculty and identify those due for promotion as well as assist in the processing of these promotions
• Perform necessary pre-checks for practice acquisitions to help determine necessary set-ups
• 2 years of post-high school education in secretarial studies or an equivalent combination of experience and training. At least 3 years of secretarial and/or office experience, including 1 year in a position which demonstrated the ability to work with minimal supervision. Possess great attention to detail and organization skills. Regulatory understanding preferred. Intermediate abilities in Microsoft Office including: Microsoft Word, Microsoft Outlook, PowerPoint and Excel. SharePoint knowledge a plus. Superior written and verbal communication skills. Has used informational databases; Access skills preferred
• Complex office practices and procedures
• Business English, spelling, and mathematics
• Methods and techniques used in researching files to retrieve and update information
• Personal computers using various software programs
• Preparing and typing complex reports
• Collecting and organizing data
• Screening and routing incoming correspondence
• Maintain and update files of correspondence, records, and reports
• Learn, interpret and apply department policies and procedures
• Answer and refer inquiries to the appropriate staff members
• Primary Admin support to Senior Vice President in fast paced, high pressure environment
• Periodically provide general office management support to team
• Minimum of 5-10 years providing senior executive level administrative support within a large corporate organization
• Excellent organizational skills with strong attention to detail is required
• Ability to multi-task and operate within an organization conducting business within multiple time zones is required
• Ability to maintain composure in fast paced, high pressure situations
• Flexibility to work extended hours with little to no notice
• Prefer 10+ years providing senior executive level administrative support in large corporate organizations
• Provide administrative support to Partners, Executive team and related engagement personnel
• Amend and format reports and proposals in Khmer and English
• Prepare final reports for distribution, which includes binding, photocopying, scanning
• Help maintain various administration and filling systems
• Email newsletters, promotional material and other information to clients
• Reception cover which includes handling external and internal calls, meeting room bookings, car bookings and enquiring about flight schedules
• Assist with various events when required
• 0-1 year relevant working experience
• Collaborative skills
• Additional qualifications (certifications and/or licences if applicable)
• Degree in Human Resources Management will be considered as an asset
• Good Knowledge of MsOffice
• Serves as point of contact for external and internal clients. Receive phone calls and visitors. Refers to appropriate staff. Responsible for resolving customer service issues that may arise
• Composes, types, and distributes meeting notes, routine correspondence. Creates spreadsheets, presentations and reports in support of assigned department. Manage Access Databases
• Schedules and confirms meetings/appointments. Maintain scheduling and event calendars
• Prepares and finalizes a variety of reports to support and meet government reporting requirements
• Opens, reads, routes and distributes incoming mail and other material, and prepare answers to routine correspondence and emails
• Provides secretarial support to other managers/supervisors when needed as directed by the Operations Department Administrator
• Responsible for maintaining office supplies. Help perform period stock inventories and procure supplies as needed
• Performs various duties including, but not limited to file maintenance, workspace and general/common area cleanup
• Operates Government or Wolf Creek-owned motor vehicles and/or other equipment
• Adheres to the established CFSI safety and personnel policies and standard operating procedures
• Copy and attach primary insurance EOB’s to claim forms for secondary payer, enter mailing notes in Flowcast and mail forms to third party payers. Obtain Payer edits and check claim status from various sites, enter notes and forward to the appropriate Collector. Review claims billed within 45 days for payments or denials
• Save and forward electronic insurance remittances to the Insurance Collectors for their review
• Through ClaimLogic obtain Commercial Payer edits
• Daily, prepare outgoing mail. Sort and distribute incoming mail file, answer phones and special projects as assigned
• Processing Human Resourcehiring. retirement, termination, and salary paperwork.Additional paper work includes: Orientation Folders and assembling of on-boarding materials for new hires.Assists with scanning, filing and copying.Arranges for emails, inclusion in directories, etc. for new hires, maintains department email lists. Payroll pick up for bi-weekly hourly, semi-monthly, and monthly payroll. Visa processing of new hires for post-docs/fellows/staff
• Performs secretarial duties including: sorting and routing of mail, maintaining files and office supplies, Provides administrative assistance to the department and other staff members on specific administrative duties.Performs daily mail pickup and delivery. Provides daily phone backup. Orders offices supplies and break room supplies
• Provides administrative assistance to the department and other staff members, Department Head, faculty members, business officers and the like: furnishes factual reports and information about the business of the department, compiles technical and other information for publications, reports or correspondence; assembles information for and assists in preparation of budget requests.Maintains strict confidentiality of departmental budget, account, personnel and payroll records and information.Produces periodic status reports
• Frequently composes, processes and signs non-routine correspondence providing factual information.Gathers necessary information for and drafts important and confidential correspondence
• Provides assistance with department events, to include assembling/printing materials, placing orders and preparing the venue
• 2 years of post high school education in secretarial studies or equivalent. At least 3 years of secretarial and office experience, including one year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation with limited direction. The ability to operate commonly used office machines: computers, office copiers, fax machines, calculators. OR a combination of formal training and experience equivalent to the above
• Provide general secretarial and administrative support to 6-8 bankers
• Internal and external meeting co-ordination, including calendar management
• Arrange for business visas, business travel
• Expense management
• Phone coverage (answering phone calls, receiving and redirecting clients and visitors)
• Support vising clients and visitors
• Support visiting bankers
• Maintaining time management system, filing system
• Various administrative tasks or ad hoc tasks
• Must have previous experience working as a Team Secretary within Financial Institutions
• Excellent communication skills in English, Mandarin and Cantonese is essential
• Proficient in Microsoft Office application
• Candidate who is available immediately is highly preferred
• Extract clinical data from EMR progress notes (narrative note, respiratory support flowsheet and problem, medication and procedure lists
• Perform data entry of extracted data into a clinical outcomes database thus supporting QI and State mandated outcomes reporting activities
• Perform data extraction from EMR admission and discharge/transfer notes for all patients cared for in the NICU
• Produce daily reports on NICU patients for neonatal follow-up clinic, pediatricians, attendings, and billing department
• Track patient census, admission and discharge types and QI indicators
• 2 years of post-high school education, secretarial or word processing studies, or the equivalent. At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants. Advanced secretarial or word processing skills. Familiarity with spreadsheets and databases is a plus. The ability to operate standard office machines and word processing equipment OR a combination of formal training and experience equivalent to the above
• Knowledge of office routines and functions sufficient to refer visitors and telephone calls and to route correspondence by name and functional area
• Knowledge of institutional and unit policies, processes and forms
• Knowledge of proper format, grammar, spelling, punctuation, and capitalization
• Skill in utilizing computer software and online systems
• Skill in operating office equipment
• Ability to communicate effectively with staff, students, and the public
• Ability to follow oral and written instructions and apply institutional and policies accurately
• Ability to collect data, keep records, and prepare reports
• Ability to exercise functional supervision over employees
• Provide administrative support to the graduating class for yearbook project. Includes; fundraising, mailings, follow-up with sponsoring departments and local businesses
• Assist medical students with routine student services questions/needs, i.e. financial aid and bursar issues, registrar requests and advisory dean issues
• Provide back-up support for receptionist and coverage for Student Services Center front desk
• Handle all travel arrangements/reimbursements for Advisory Deans, Director and medical students attending national meetings
• Responsible for ordering, distributing and collection of pagers for 3rd & 4th year medical students. Maintain the database for pagers assigned to medical students. Work with IT Communications Center and the Paging Office to troubleshoot pager problems
• Reassign the graduating class mailboxes to the incoming class. Maintain master list of all mailboxes assigned to medical students and provide a list to the medical center post office.Organize student mailboxes by color to designate their Class year
• MedSIS, Medical Student Information System - compile and manage student information to be entered into MedSIS i.e. lockers, mailboxes and pagers
• RedCap - Create online surveys/questionnaires for 4th year medical students, and compile responses for updating the Residency Program Book
• Compile current medical student events, meetings and University of Rochester events to create presentations using Power Point for the CISCO digital sign
• 2 years of post-high school education in secretarial studies or the equivalent. At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation; or equivalent combination of education and experience. Needs to be multi-tasking, tactful and cross-culturally sensitive. Excellent communicative/interpersonal skills and excellent organization skills required. Ability to make independent judgments with a minimum of supervision required. Proficiency in Windows 2000, Microsoft Word, Excel and PowerPoint required
• Collection of external incoming and outgoing correspondence and issuance of internal correspondence
• Filing correspondence and/or other documents according to the internal instructions
• Accepting and transmitting telephone calls for TMF and the tenants
• Planning and booking the meeting rooms for staff members and for the tenants
• Ensuring that each meeting room has enough promotion materials (e.g. brochures) and is clean for the following meetings
• Meeting/welcoming visitors, providing necessary service (tea, coffee, water)
• Preparing tasks and scheduling and route planning for internal couriers of the Company based on requests received from the employees. Follow up the tasks with the internal couriers
• Preparing the timesheet daily for couriers, tenants, secretaries
• Ordering material move-in/out forms
• Communication with Suppliers in regards of getting best prises for TMF, most preferable terms and conditions
• Working with Suppliers
• Organising working places for the employees, make orders for furniture and equipment
• Providing colleagues with business cards and SIM-cards for the colleagues in the manner on the terms established in the Company
• Organisation and control of supplying TMF employees and tenants with stationary, goods and other material assets
• Ordering a taxi for colleagues and clients, if required
• Administrative support of TMF employees and tenants, work with the Landlord on proper work of all systems – light, vent, air conditioning system, consumer electronics, installation of office equipment and furniture, etc
• Supplying office employees and tenants with permanent passes, providing access of employees to Company premises
• Working with Company headquarters in regard to obtaining of permanent passes, placement of data on Intranet
• Providing support in organization events, communication of corporate fees for hotel reservation, booking of tickets, hotels, transfers etc
• Translating correspondence and other documents from/into English/Russian or Russian/English, if required
• Preparation of letters, faxes and any other forms of written communication with clients, state authorities or other third parties in English and in Russian according to the Company internal standards for the correspondence
• Effective communication with clients and colleagues through written, verbal and non-verbal communication and actively listens to, understands and constructively questions others
• Prioritizing tasks and meeting all the deadlines as indicated by superiors
• Performing other tasks under the request of the supervisor. Keeping the desk clean and organized and, at each day-end, puts all the client files back in the cupboards
• Excellent interpersonal skills, including the ability to interact effectively and tactfully
• Demonstrate ability to establish priorities, and to follow through on instructions and deadlines
• And computer proficiency, including familiarity with Microsoft Office (Outlook, Word, Excel, etc)
• With general guidance as to priorities, manages the time and calendar of the Executive Director, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access to Executive
• Represents the executive in contacts with University officers, members of the University senior leadership team, affiliate leaders, faculty, department chairs / heads, relaying (and frequently anticipating) the executive's instructions, preferences and concerns, and obtaining reports or recommendations
• Anticipates the needs from and obtains background material for decisions and conferences. Compiles, edits, checks for accuracy material for reports, correspondence, publications and speeches. Prepares and signs routine correspondence; composes correspondence on policy or other substantive matters
• Assists with the preparation of University Audit and Risk Assessment Committee Meeting materials for May and October Meetings
• Under general direction as to policies and regulations, manages the clerical records and other support services in the department
• Represents the department in requisitioning and arranging for administrative and other service, including support staff, space, equipment and supplies
• Schedules group meetings, staff meetings, and annual performance evaluation meetings
• Prepares travel and conference expense reports
• Prepares charts, graphs, PowerPoint presentations
• Orders supplies as requested
• Assigns tasks to student employee
• Manages the printing needs of the department: loading paper, cartridge replacement, reordering supplies, service contract / repair
• Manages annual IT license process
• Manages equipment inventory paper file
• Manage the Departmental schedule
• Handle all calls and appointments, courteously and promptly
• Tertiary qualifications, or other collegiate-level degree, not required but preferred
• Organize and maintain supervisor’s correspondence, records and complex documents requiring multi software applications
• Prepare workshops & conferences by providing logistics services, meeting facilities, accommodations etc
• Maintain the supervisor’s appointment, travel calendars and organizes business travels, including reservation of hotel accommodation, ticketing, travel document application, etc. Prepare and submit travel expenses statement as requested
• Collect, summarize and compile relevant business data into reports as directed. Establish and maintain a proper filing/ database system for easy retrieval and accurate documentation to facilitate information flows
• Coordinate department internal issues, such as kinds of employee social activities, contact lists updates, etc
• Other tasks assigned by the supervisor
• Maintains personnel files, calendars, schedule conference room, copying, reception duties,
• Track service compliances such as BLS/ACLS, chart Reviews, OPPE’s, board certificates, license expirations
• Data entry for new hires, preparing new APP personnel files, evaluations,
• Manage monthly new hire orientation
• Coordinate Medicaid/Medicare applications
• Process Extraordinary Effort forms
• Assist with APP reappointments
• Update SharePoint
• Initiates and processes standard forms and documents such as personnel action forms, purchase orders, vouchers, and invoices
• Maintains and updates records on personnel, budgetary and purchasing transactions, and verifies and reconciles departmental statements. Tracks and monitors expenditures, notifying management of status and/or concerns
• Composes correspondence in response to routine inquiries within established guidelines
• Assigns, coordinates and reviews the work of other secretarial/clerical personnel for conformance to established guidelines
• Integrates information and may run routine queries to generate or produce reports
• Organizes activities and/or events for department such as scheduling room, ordering food, sending invitations, preparing agenda, etc. according to pre-determined guidelines or standards
• This position has the sole responsibility of processing all of the divisions inspection reports as a result of the 7,000 plus inspections conducted annually via the division's Milk Inspection Program (MIP)
• Maintains Certified Milk Inspector Program to include all files, yearly training requirements and preparation and distribution of the quarterly Certified Milk Inspector Newsletter
• Oversees Certificates of Free Sale that allows companies to export to other countries. Includes creation, delivery and billing
• Submits all of New York State's drug testing dataset into the National Milk Drug Residue Database
• Maintains Dairy Equipment Installer Database
• Serves as point of contact for all requests under the Freedom of Information Act
• Maintains the database for Broken Seal Certified Personnel in all of the more than 350 processing facilities across New York State
• Manages all of the purchases for field and office operations
• Arranges office conferences, meetings, conference calls and webinars
• Duties and initiatives as assigned by the director or program managers of the division
• Provides administrative and secretarial support to the EVP and department staff
• Type correspondence on the PC for the EVP and department
• Processes all correspondence to include categorizing mail, organizing priority communications from the Commissioner and other key executives, and follow-up including photocopying
• Monitors correspondence prepared for the EVP's signature to assure timeliness, completeness and accuracy
• Maintains office files and follow-up systems and revises office procedures as required
• Handles telephone inquiries on a wide variety of topics relevant to the Office operations, responding to inquiries and directing more technical questions to appropriate staff
• Schedules and coordinates meetings and appointments
• Prepares trip memorandums in advance for approval, makes all travel arrangements and submit expense reports to payroll
• Coordinates vacation scheduled for the department staff and ensures adequate coverage at all times
• Coordinate and schedule department staff meetings to ensure the department meets on a monthly basis, if applicable
• Produces draft and finished copy of various documents and program correspondence, as required from dictation or hand-written documents
• Performs other miscellaneous duties as assigned e.g., orders equipment, supplies, legal materials, etc
• Answer telephones and respond to general inquiries or direct callers to the appropriate department for further assistance
• Reconcile procurement card statements
• Order office supplies, maintain office equipment
• Prepare pre-travel requests
• Maintain Regional Council member spreadsheet, set up public hearings and maintain project files
• Provide assistance on any aspect of project/office functions as designated
• Two years of satisfactory secretarial experience, preferable in a legal environment; or satisfactory completion of a two-year course in secretarial science from a business school registered with the NYS Education Department, a NYS community college, or a technical institute recognized by the NYS Education Department as following acceptable practices; or a satisfactory combination of the above
• Effective organizational and communication (written and oral) skills; ability to work independently, establish and maintain effective working relationships, handle multiple assignments simultaneously, and adhere to deadlines required
• Prior experience in a legal office and interaction with high level managers and government officials is desirable
• Managing calendars, making all travel arrangements and submitting travel vouchers for individual attorneys, formatting, proofreading and compiling documents, creating forms and templates, scanning and copying documents, creating binders as needed, and assisting with administrative hearings and litigation matters
• Assisting with event planning, scheduling meetings, ordering food, ordering copies, and placing design & print center orders
• Handling NYS Continuing Legal Education applications for the Office General Counsel- submitting approval forms to the CLE Board and submitting the required forms and certifications after the training is complete
• Updating the Office of General Counsel’s website with new staff biographies or staff removals
• Assisting with the Office of General Counsel’s budget. This includes budget tracking, reviewing invoices, making travel reservations, preparing travel vouchers, and reconciling travel card reports
• Inputting and updating the Office of General Counsel’s database management system, Legal Files. This secretary has administrative capabilities to such system and therefore ensures memberships and access are up to date
• Assisting with the Office of General Counsel’s employment searches
• Answering phones and routing calls to the appropriate attorney or office within System Administration
• Provide OBCR staff administrative support with supervisor approval
• Sort and distribute the mail
• Answer telephone and respond to OBCR e-mail. Refer calls to appropriate OBCR staff
• Maintains, updates and inputs the CRO Residential Tracking Report for the CNY District
• Provides administrative support to Team Leader
• Develop letters
• Schedule meetings and take minutes
• Compile information for team reports
• Manages Team Leader/staff calendars for meetings
• Schedules meetings for all team members
• Triages incoming phone calls/emails to the appropriate staff
• Office coverage as needed
• Additional duties as assigned by Team Leader
• The ability to perform specified duties, as demonstrated by responses to hypothetical situations at interview
• The ability to communicate effectively and efficiently with agency staff, outside agencies, families and consumers
• The ability to schedule meetings with proper notification, and attend meetings for the purpose of recording minutes as needed
• The ability to demonstrate a working knowledge of computers, Windows XP, Microsoft Word, Excel, and agency computer systems
• May be a letter or other documentation on official stationary/letterhead with an official signature
• Clearly states that you are eligible for appointment under the PWD/PWTD hiring authority or a Schedule “A” appointment authority as outlined in 5 CFR Section 213.3102 (u).”
• Does not need to detail the specific disability, medical history, or need for accommodation
• Provide administrative and secretarial support to the President’s Leadership Team including MC Secretary and Secretary 2 in the President’s Office
• Process travel arrangements and reconciliation of expenses and reimbursement
• Budget reconciliation
• Internet research related to advancement and government relations to update addresses and contacts
• Assist with tracking of legislative activities including letters of support for each project
• Process all correspondence to include categorizing mail, organizing priority communications, and follow-up including photocopying and distribution
• Monitor correspondence prepared for signature to assure timeliness, completeness and accuracy
• Maintain office files and follow-up systems and revise office procedures as required
• Handle telephone inquiries on a wide variety of topics relevant to the office operations, responding to inquiries and directing more technical questions to appropriate staff
• Schedule and coordinate meetings and appointments, as needed
• Perform other miscellaneous duties as assigned e.g., order equipment and office supplies, filing, etc
• Type correspondence on the PC using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook software programs
• Office management and equipment
• Filing systems and report preparations
• Establishing and maintaining interpersonal relationships
• Maintain confidentiality
• Learn, interpret, and apply department policies and procedures
• Monitor and track all office workload
• Perform data entry of field staff workload
• Track high-priority projects for prompt completion
• Screen incoming telephone and in-person requests
• Maintain and reconcile concealed identity account
• Process and prepare weekly and monthly operating reports
• Process all incoming correspondence
• Prepare and type correspondence concerning program policies and procedures
• Maintain all office inventory and supplies
• Maintain calendar schedule for various regional office activities
• Prepare and mail draft correspondence and other documents to complainants
• Mail documents and letters via bulk mail and/or certified mail
• Arrange for the archiving and retrieval of materials from the NYS Archives
• Answer main phone for bureau. Respond to questions concerning policy or procedures and refer calls to appropriate staff member for technical information
• Design, set up, and maintain files and databases for various bureau and staff records
• Search for requested material and periodically purge obsolete material for storage in records center or for disposal
• Track staff and expense reporting
• Coordinate and manage print shop projects (large-scale scanning, copying, printing, etc.)
• Review completed print shop projects to insure that projects are complete and accurate
• Reserve office rooms and equipment for staff; including scheduling of court reporters
• Maintain and order supplies for bureau
• Schedule maintenance of office machines
• Register and record guests to bureau
• Receives and screens visitors and telephone calls, and handles general inquiries
• Schedules/coordinates meetings, conferences, special events, appointments and travel arrangements
• Establishes and maintains filing systems
• Orders and stocks supplies
• One year secretarial experience required with strong customer service focus. Secretarial experience in a healthcare setting preferred
• Medical terminology preferred
• Completes a variety of internal paperwork for the department, including travel and mileage reimbursement forms, general stores requests, check requests, and clinical/data reports
• Maintains appropriate log sheets and records needed for efficient operation of Unit
• Handles internal and external mail for Unit
• Performs typing assignments from rough drafts ensuring proper format, correct grammatical usage and proofreading accuracy
• Handles Unit’s telephone calls in a professional, thorough and helpful manner
• Maintains accurate filing system to meet the needs of the Unit
• Maintains office supplies and equipment necessary for efficient functioning of program
• Serves as liaison between Unit, internal and external agencies. Contributes to and supports goals and objectives of UBHC
• Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff member for very technical information
• Respond to questions concerning program, policy and procedure. Refer most complex technical questions to appropriate staff
• Monitor and track status of program activities
• Prepare responses to letters concerning program, policies and procedures for supervisor's signature
• Design, set up and maintain files (including electronic) of correspondence/documents; code and file material, search for requested material, and periodically purge obsolete material for storage in records center or for disposal
• Schedule meetings and maintain calendar
• Make travel arrangements and prepare travel vouchers
• Transmit instructions from supervisor to appropriate staff orally, in writing, or electronically and follow up to see that instructions are followed and deadlines are met
• Maintain organized files and active records
• Simultaneous execution of more than one task
• Able to conduct effective information research
• Deltek, SharePoint and database experience
• Greet visitors and ensure that all visitor management procedures are followed including directing them to the appropriate staff/conference room locations
• Open, sort, and distribute the daily mail to employee mailboxes
• Pick up and distribute paychecks
• Manage calls and respond to general telephone inquiries
• Prepare correspondence, documents and reports as needed. creating and updating departmental lists and reports
• Schedule meetings and events as requested
• Coordinate departmental purchasing, work with vendors, utilize procurement card, and order supplies
• Copy, file, and track staff performance programs and evaluations, and due dates. Remind supervisors of needed actions
• Assist the Director and professional staff with travel needs
• Answer main phone line and answer questions or direct to appropriate staff
• Receive, edit and distribute inspection reports, addendums, and operational plan amendments
• Track due dates of reports and send out reminders, if necessary, to ensure timely submission of reports
• Mail renewals of operating certificate forms
• Process and file new operating certificates
• Track expiration dates of operating certificates
• Process purchase orders for supplies
• Type correspondence for staff
• Receive, log and distribute mail
• Fax/Copy/Scan materials as needed
• Coordinate, arrange and schedule meetings
• Design, set up, and maintain office filing systems (including electronic)
• Assist with data entry of inspection report information
• Candidates should reference posting #16-207 when submitting your cover letter or resume for this position.** If submitting your application electronically, please reference posting #16-207 as part of your subject line
• Responsible for mail, telephone, computer mailings, budget, etc
• Responsible for written correspondence including: recruitment letters, report/drafts, processing University forms, data entry of prospective student information etc
• Responsible for all calendar appointments of the Assistant Dean. Must also keep an office calendar
• Responsible for maintaining filing systems including: office records, recruitment and other contacts, as well as office budget transactions
• Organize the flow of the office, suggest or implement new or revised office procedures
• Drafting letters, memos, reports for review, research and prepare responses to complex or unusual inquiries
• Design, maintain, purge file systems (electronic and hard copy)
• Schedule meetings and maintain office calendars
• Travel Arrangements: coordinate travel arrangements, prepare travel vouchers for processing through Accounting
• Conference Planning: assemble and coordinate background materials for meetings / conference. As needed, attend conferences and provide written summaries of meeting conclusions
• Prepare reports using statistical and narrative information
• Supervise clerical staff / Assist with interview process / Assign work duties to subordinates / Track performance / Train and Review work to insure compliance
• Office Supplies: maintain and inventory office supplies, purchase supplies as needed
• Budgeting / Purchasing / Personnel: may handle routine budgeting, purchasing and personnel activities
• Possess a relevant secretarial certificate with related working experience
• Able to work shift hours ending 7pm
• Possess drive, energy, is meticulous and attentive to details as well as the maturity to work with people from all levels
• Have effective time management, documentation and organizational skills
• Is proficient in MS Office Suite (Word, Excel, PowerPoint) combined with strong written and spoken English
• Able to multi-task and prioritize for maximum results
• Completing special projects
• Setting up tracking systems
• Compiling information and distributing various correspondence
• Answering telephone
• Typing a wide range of reports
• Preparing purchase requisitions
• Monitoring and maintaining office equipment
• Knowledge of basic office and clerical procedures
• Knowledge of record management and collecting and organizing data
• Skills using computer and office equipment
• Skills maintaining and updating correspondence files, reports and records
• Ability to follow written and oral instructions and work independently
• Ability to communicate effectively and professionally
• Ability to prioritize varied assignments
• Will have one year of experience in an office setting
• Experience using computer systems, (e.g. Microsoft Word, Excel, etc.) is highly desirable
• Plans, organizes work, and meets all deadlines
• Ensures purchase documentation filing systems are well organized. Provides historical reference by utilizing filing (hard copy and/or electronic) systems
• Serves as a focal point of authoritative information for the preparation and compilation of data used for a variety of reporting purposes. Receives documentation, reviews for proper format and responsible office signature authority
• Queries various computer work systems and data bases (hard copy and/or electronic) to
• Compose, type, and distribute meeting notes, forms, letters, memos, reports, announcements, etc
• Schedule and attend staff, customer and departmental meetings as needed. Assemble materials; record, report and distribute minutes/information as directed
• Prepares and maintains records and advanced spreadsheets for expenditures, performance, man hours, contract deliverables, etc
• Generates and tracks purchase requests. Reviews and receives such requests per procedures
• Organize and prepare temporary duty assignments (TDY)
• Coordinate visitors for security, access and approval
• Set up and maintain filing system per contract requirements and needs
• Assists to plan and facilitate functions such as personnel, space requirements, etc
• Serve as point of contact for external and internal clients; screen calls, visitors and incoming correspondence; personally respond to request for information concerning office procedures
• Explain to other staff members the systems, procedures and requirements concerning procedures, coordinate personnel and administrative forms
• Facilitate distribution/collection and maintain logs i.e. information, contacts, keys, radios, pagers, etc
• Gain an understanding and assist to follow collective bargaining agreement, company guidelines and customer PWS
• Manage the department communication boards ensuring they are up to date
• Track and report on training, certification and license requirements, i.e. DOT, CDL, safety, hazmat, etc
• Responsible for resolving customer service issues that may arise
• Facilitate the distribution and collection of information, i.e. timesheets, announcements, etc
• Provide operational support to other managers/supervisors as directed
• Maintain office supply inventory
• Perform various duties including, but not limited to file maintenance, workspace and general/common area cleanup
• Operate Government and company-owned motor vehicles and/or other equipment
• Adhere to the established safety and personnel policies and standard operating procedures
• Coordinate and maintain the calendars, including scheduling meetings and handling travel arrangements when necessary
• Maintain contact distribution lists for the BSC
• Draft communications, presentations, procedures and other communications
• Greet visitors, manage incoming telephone inquiries, correspondence and record keeping
• Ensure coordinated support across the BSC and provide backup support to other units when needed
• Appropriately handle confidential issues and respond to requests
• Proficiency in the use of Microsoft Office, Excel, and Power Point
• Arrange and coordinate meetings, conference calls, and training webinars
• Coordinate and arrange statewide meetings
• Resolve day-to-day operational problems
• Type, edit, format, correspondence, reports, memos, spreadsheets, presentations, etc
• Manage the office’s email mailbox
• Prepare travel requests (PTAs) including attachments and travel reimbursement requests
• Assist in the hiring process, which includes preparing job postings, canvassing lists, arranging interviews, and processing appropriate paperwork
• Answer telephones, direct inquiries, take messages
• Candidates must have permanent status as a Secretary 1, Grade 11, and be eligible for lateral transfer; OR be eligible for transfer under Section 70.1 of the Civil Service Law. Section 70.1 allows a permanent, competitive class employee, who has at least one year of permanent service in a qualifying title, such as Office Assistant 2, Office Assistant 2 (Keyboarding), Business Document Specialist 1, or Motor Vehicle Representative, to transfer to a Secretary 1 via Section 70.1
• Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute corrected) as demonstrated by passing the Keyboarding Performance Test
• Review incoming correspondence and reports to determine their significance
• Gather data relevant to complex or unusual inquiries in order to provide a basis for a reply or a decision and/or draft the reply
• Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff members for very technical information
• Respond to questions concerning program, policies and procedures. Refer most complex technical questions to appropriate staff
• Prepare responses to letters concerning program, policies and procedures for supervisor’s signature
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insure that appropriate background material is attached
• Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material and periodically purge obsolete material for storage in records center or for disposal
• Arrange conferences; assemble and coordinate background materials for meetings and conferences. Attend such conferences and prepare a summary of the meeting’s conclusions or agreed upon courses of action
• Transmit instructions from supervisor to appropriate staff orally, in writing or electronically and follow up to see that instructions are followed and deadlines are met
• Use the Central Case Management System (CMS) to enter data and generate reports
• Screens requests for meetings or briefings from members of the staff and arranges appointments within the Director's schedule. Arranges meetings including space, time and staff representation. Assembles background material for agenda items and notifies participants of items to be discussed. Ensures all aspects are covered to ensure meetings are conducted efficiently
• Receives and reviews all incoming correspondence, publications and directives. Determines which matters require supervisor's attention. May personally respond to or redirect correspondence. Conducts research necessary to prepare replies. Follows up to ensure actions are completed within time frame established
• Screens all correspondence prepared for the Director's signature for clarity, completeness of reply, and grammatical and procedural correctness. Reviews for technical adequacy of content and, if necessary, personally coordinates with and obtains clarification from originator of correspondence
• Types a wide variety of correspondence including complex types such as congressional memoranda and reports. Utilizes automated equipment in the performance of duties
• Makes travel arrangements for the Director. Prepares travel orders; plans and schedules itineraries to ensure maximum economy of time, and ensures that all concerned are aware of the Director's travel and appointment schedule. Completes travel claim vouchers based upon information provided by the Director, ensuring documents are maintained on file
• Performs a variety of administrative functions. Typical responsibilities include tracking and reporting divisional expenses (payroll, travel, office supplies, etc. vs. budget), ordering office supplies and performing time keeping functions
• Ensures that the practices and procedures used by secretaries within the division are consistent with established correspondence methods, policies and procedures
• Treats callers and customers, both internal and external, with respect and courtesy. Discharges responsibilities tactfully and diplomatically
• Is privy to confidential/sensitive information and must ensure confidentiality of division matters
• 3 years experience in general office work, including typing and routine clerical duties
• Min. Diploma Degree
• Min. 2 years working experience as Secretary
• Good in using MS Office
• Good in communication and drive
• Able to speak and write in English
• Expertly manage the office of our VP including but not limited to
• Previous administrative experience within entertainment industry
• Excellent computer proficiency – Mac: Filemaker Pro, Word, Apple Mail, iTunes
• Ability to be flexible with work schedule (some overtime is required)
• The ideal candidate should possess a skill set ranging from basic assistant skills, contract administration and legal
• This person should be comfortable working closely with head of Business Affairs Executive. Being confident and professional in communication is a necessity
• This person must be extremely organized, detail oriented, and have a fairly high stress tolerance
• This person must have the ability to multi-task in a fast-paced environment
• This person must possess a strong work ethic as certain responsibilities involve handling sensitive issues and confidential information requiring discretion on the employee’s part
• Advanced Computer Software skills and experience encouraged in: Outlook, Word, Excel, PowerPoint and Advanced Internet search/research
• Prior law experience strongly preferred
• Bachelors Degree is required
• Education: High School Diploma or equivalent required. Knowledge of Medical Terminology required
• Licensure/Certification: n/a
• Professional Experience:Previous secretarial or receptionist experience required. Prior experience in a healthcare setting preferred. Must have basic computer skills
• Answer phone calls and direct inquiries to appropriate team member
• Schedule appointments and arrange conferences and meetings
• Maintain and update program logs and rosters
• Photocopying, scanning and faxing documents
• Organize and maintain Program Manager's files
• Provide support for management and staff
• Coordinate, arrange, schedule and plan logistics for meetings for Program Manager and unit staff
• Review memos, correspondences, letters, meeting agendas and minutes
• Track compliance of all employees for mandatory trainings
• Track employee performance evaluations for the Unit
• Maintain administrative staff files and documents
• Assist with new employee hires and employee termination documentation
• Serve as a timekeeping proxy, assist staff with payroll inquiries and track staff attendance
• Initiate supply orders, ergonomic equipment through Special Requests and/or Service Catalog
• Participate in various projects as requested by supervisor, District Chief, and/or staff
• All other duties necessary/assigned by Program Manager
• Ability to work collaboratively with various team members
• Adaptability and flexibility to meet program needs
• Some proficiency with Microsoft Outlook, Word and Excel Proficient in Microsoft Office Suite; Excel, Word, PowerPoint, Access, and Outlook with experience utilizing in composing, editing, and updating documents
• Excellent verbal and written communication skills with attention to detail and proficiency in spelling, grammar, proofreading, and editing
• Experience handling sensitive and confidential matters/materials professionally and discreetly
• Strong interpersonal skills with ability to work effectively with all levels of Departmental staff
• Strong computer skills in Microsoft Word, Excel, CWS/CMS
• Ability to manage multiple priority assignments
• Demonstrated ability to work within timeframes and meet deadlines
• Strong verbal and written communications skills
• Strong computer skills, including proficiency in both Microsoft Word and Excel
• Detail oriented with the ability to produce an accurate and thorough work product
• Strong organizational skills to follow-up with others to ensure deadlines are met
• Experience with timekeeping functions and usage of TIMEI
• Strong computer skills in Microsoft Word, Excel, PowerPoint
• Strong organizational skills and ability to multi task effectively
• Restricted to permanent employees of Los Angeles County **
• Arranging flight, hotel and visa for staff business trips
• Managing the projectors for meetings
• Managing the meeting rooms (handled by receptionist)
• Monitoring invoice submission to SLT
• Review incoming cases, applications and correspondence, draft responses where appropriate
• Review outgoing correspondence; research background information; transmit instructions to staff and conduct follow-up
• Prepare both confidential and routine correspondence
• Handle telephone calls and visitors and respond to questions
• Arrange meetings; coordinate disciplinary hearings; serve as liaison with key executives, staff, employees, unions and the public
• Establish office procedures; design, set up, and maintain office filing systems and databases
• Coordinate information flow by acting as liaison among, staff members and the public
• Operate equipment which requires the skilled use of a standard alpha-numeric keyboard, scanners, fax, and copy machines to produce correspondence, reports, and other agency documents
• Responding candidates should have a high proficiency with Microsoft Outlook, Word and Excel
• These and any additional duties may be discussed in detail during the interview
• Screening and directing incoming calls
• Coordinating telephone coverage
• Maintaining mail and assignment logs
• Maintaining the Deputy Commissioner’s calendar
• Coordinating travel arrangements
• Acting as liaison among support staff within the Division
• Assisting in processing and tracking operating certificates
• Preparing and/or assisting in preparation of various reports for the Division
• Preparing various letters, memorandums, etc. for the Division
• Preparing meeting materials
• Miscellaneous clerical assignments are necessary
• Prepares medical records for new admissions and discharged patients
• Communicates appropriately and clearly to charge nurse, co-workers and physicians
• Retrieves all lab results from computer and brings the results to the attention of the appropriate staff nurse
• Demonstrates an ability to be flexible, organized and function under stressful situations
• Treats patients and families with respect and dignity
• Interacts professionally with patient/family and provides explanations and verbal reassurance as necessary
• Meditech experience / data collection/ charge entry
• BLS Certified
• Experience in the healthcare setting preferably working in an inpatient unit
• Assist Jim Leach in creating Owner monthly status reports to be presented in Owner team meetings with Houston Owner teams
• Assist in tracking new PAFs for new team members being added to the Jacobs Mumbai team
• Assist Owner and Jacobs in tracking Model Review comment sign off status
• Maintain an Owner Teams visitor schedule to ensure Jacobs has airport pick up and return transportation available. And assign temporary office space for the Owner’s team visitors
• Ensure all Owner visitors have the proper security and safety information/ contacts cards and have their contact information at all time while in country
• Be able to assign transmittal numbers and distribute Transmittals which will be originated by the Owner’s Mumbai team
• Coordinate any Office supplies and needs that are required for the full time and part time Mumbai Owners
• Identify and build internal and external relationships
• Carry out all filing
• Report any maintenance issues or hazards
• Assist with special projects related to the Executive Office
• Screens telephone calls, visitors, and incoming correspondence, personally responds to requests for information concerning office procedures, determines which requests should be handled by the supervisor, appropriate staff member or other offices. May prepare and sign routine, nontechnical correspondence in own or supervisor's name,
• Schedules tentative appointments without prior clearance. Makes arrangements for conferences and meetings and assembles established background materials, as directed. May attend meetings and record and report on the proceedings,
• Reviews outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures, assures that proper clearances have been obtained, when needed,
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to supervisor or staff,
• Explains to subordinate staff supervisor's requirements concerning office procedures. Coordinates personnel and administrative forms for the office and forwards for processing
• To provide a whole range of secretarial and organisational support to all members within both departments
• Act as focal point of contact and an efficient liaison between colleagues and clients
• Efficiently and proactively organise diary appointments and travel
• Assist team in meeting their financial targets ensuring timely billing etc
• Schedule, book and arrange resources for meetings, appointments and travel
• Answer telephone and email queries promptly
• Provide general office support including photocopying, filing, typing letters and reports, scanning, binding, archiving, opening and distributing post, dealing with queries when necessary
• Good IT knowledge and typing skills, excellent organisational skills, good communication and team working abilities
• Ability to set up conference calls using the required technology
• Demonstrable Secretary experience
• Experience working in the property sector an advantage
• Responsible for College of Direct Support (CDS) system maintenance, data entry and clean-up, trouble-shooting, dissemination of communications to user lists; provides remote technical assistance to external customers on basic elements of use of College of Direct Support platform; and conducts training related to CDS system administration
• Works within a team structure to revise current and supplemental trainings
• Composes, proofreads, and edits letters, memos, reports, labels, and other routine correspondence; assists in the preparation and duplication of documents, charts, manuals, reports, overheads, minutes, handouts, brochures, training materials, etc
• Secures training sites & update listing for training in North/Central/Southern Regions of New Jersey; coordinates and handles registration fees and performs collections duties with registrants, as needed
• Handles site and equipment coordination, registration, and preparation for conferences, workshops, seminars, training events, and meetings
• Maintains confidential correspondence and other filing, copying, faxing, collating, binding, labeling, and mailing
• Assists in maintaining Boggs Center database for training records, mailings, etc
• Answers incoming telephone calls, screens inquiries, provides necessary information when appropriate, and relays information
• A strong foundation of administrative concepts, principles, and practices sufficient to independently provide support services to office staff
• Knowledge and skill of administrative operating procedures, policies and instructions required to carry out daily administrative functions including security, procurement, financial management, telecommunications, property, supply and equipment
• Knowledge of domestic and international travel policies and procedures
• Skills of a qualified typist and extensive knowledge of the capabilities of a variety of types of office automation software, hardware, and related equipment. Detailed knowledge of typing formats, forms, policies, filing systems, and terminology of the organization
• Broad knowledge of organizational functions, policies, and practices needed to provide administrative services essential to the operation of the organization
• Ability to communicate orally and in writing and perform as a team member with managers and employees, both within and outside the organization and Agency-wide
• Schedules patient/client consultations, appointments and follow-up visits
• Greets and receives patients
• Obtains pertinent statistical information from patients
• Performs order entry on patients for specific tests and/or performs charge entry
• Contacts physicians regarding patient/client test results with appropriate follow-up as ordered
• Maintains department and patient/client files
• Corresponds/calls patients/clients who have missed appointments to reschedule
• Corrects reports as needed, obtains signatures, etc
• Sorts, distributes, and routes departmental mail
• Serves as a resource to provide correct information relative to departmental policies, procedures, and operations, as required
• Types and/or proofs correspondence, memos, forms, reports, etc
• Screens and transfers or relays messages to appropriate personnel, utilizing approved message system
• Associate's degree in Secretarial Science preferred
• Minimum of six months previous related experience
• Typing, word processing, business communications, and basic mathematics
• Bilingual in Portuguese required if working in Community Outreach program
• Receive and screen telephone calls and e-mails
• Edit and maintain SharePoint per request
• Effectively and professionally communicate with all levels of the organization and provide proper assistance/information on behalf of internal customers
• Receive oversea visitors, take full charge of VIP guests’ visiting agenda, including setting up appointments, ground transportation, hotel booking, entertainment, etc
• Organize department offsite meetings or department outings
• Assist with secretary team projects when required
• Perform related duties and responsibilities as required by line manager or internal customers
• Highly proactive and result oriented
• Good planning and time management
• Must be able to work under pressure
• Typing skills of a minimum of 65 wpm
• Computer literate, Outlook, Microsoft Excel
• Excellent organisation and communication skills
• Ability to organise, plan and manage workload
• Ability to meet deadlines and work well under pressure
• Provide clerical and administrative support to the Sourcing/Purchasing Management Team
• Data entry into MS Excel, Access & IBM AS/400 for purchasing items
• Preparing correspondences in MS Word
• Various other administrative tasks as directed by departmental needs
• H.S. Diploma required. Administrative schooling/training a plus!
• Experience with a multi-line switchboard preferred
• Experience in sourcing/purchasing a plus!
• Proficient in MS Word & Excel. Familiarity with MS Access a plus!
• Bi-lingual in Spanish or French is a plus!
• Demonstrated ability to prioritize and work independently
• Work hours for this position are Monday-Friday from 8 AM to 5 PM
• Prepare and coordinate events
• Coordinate travel and accommodations for guests and professional staff
• Prepare and ensure honorariums and stipends are encumbered and meet state regulations
• Update databases and spreadsheets using Access and Excel
• Assist with media digitization
• Responsible for HR paperwork for unit employees
• Coordinate development and distribution of printed and electronic promotions and publications
• Oversee office procurement and distribution of records, supplies, and resources
• Assist the office in the coordination and flow of information. Prepare general correspondence and interdepartmental communications to include mail pick up/distribution and bulk mailings
• Provide administrative assistance for individual faculty members to include typing reports, itineraries, and all requisitions
• Order CTE's online and collate when received
• Prepare applicant files and info for the hiring committee tasked with hiring faculty/professional staff
• Arrange and prepare faculty offices for new hires
• Compile faculty schedule and office hours for posting and to provide to the Chair/Dean
• Initiate and submit reappointment forms for adjunct instructors and other temporary staff
• Drop off and pick up duplication requests
• Order general office supplies, to include credit card purchases and the follow up reporting to the purchasing department and the state online reporting system
• Provide information and assistance to faculty/staff to include technical assistance, teaching/creative activity projects
• Assist in facilitating faculty book orders
• Secure space for rehearsals, guest artists, and special events
• Notify relevant entities of all performances taking place in the Performing Arts department
• Schedule and monitor the tuning of instruments
• Maintain a listing of all departmental inventory
• Assist with copier equipment and submit work orders and key orders for faculty/professional staff
• Respond and refer to student and general public requests
• Monitor department emails, faxes, and voicemail messages
• Attend and take notes during departmental/faculty meetings
• Assist the Publicity Coordinator with mailings and web support
• Assist in job ad preparation process
• Prepare new student files
• Maintain assessment data
• Acquire, maintain, and monitor all student and faculty files
• Supporting the field placement process for specific teacher education programs through communication with public schools, instructors and teacher candidates.; coordination of flow of information from FESP to schools, campus offices, faculty and students
• Scheduling, organizing and coordination of appointments for Director and FESP office
• Coordinate events, conferences, meetings and school site visits for the Director and FESP Office
• Handle incoming correspondence, draft responses and review outgoing correspondence; assist and collaborate to manage student, instructor, and campus staff needs on the daily basis
• Handle telephone calls from internal and external constituents by responding to inquiries, and gathering information
• Attend weekly FESP Meetings and monthly campus meetings and record minutes
• Maintain and update FESP database with student, teacher, district, supervisor and placement information
• Review and process travel reimbursement requests for supervisors, FESP staff and Director
• Assist and collaborate with FESP Office staff to improve information management, including but not limited to records collection, storage, e-mail and phone information, development of e-mail lists, and improving electronic methods of communication with internal and external partners
• Assist with data gathering for annual reporting
• Assist in reviewing and revising of Newsletter, ST Handbook, EFE Handbook on annual basis
• Create projects for leased location as well as for state office buildings
• Maintain statistics for state office buildings
• Update computer system daily using the SFS database
• Maintain lease files, correspondence and various reports to distribute as necessary
• Must be knowledgeable in various office programs such as Word, Excel, Outlook, etc
• Answer telephones and screen calls to refer the appropriate personnel and other duties as assigned
• Review and log in incoming correspondence and draft responses where appropriate
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness and ensure appropriate background information is attached
• Research HR and Finance Office related background information as assigned
• Draft, prepare and distribute various correspondence related to HR and the Finance Office
• Conduct follow-up with staff on outstanding issues to ensure work flows efficiently through completion
• Handle telephone calls and visitors and respond to standard inquiries and direct callers/visitors to appropriate staff or program areas
• Coordinate and arrange meetings
• Establish office procedures, and monitor administrative policies and procedures for accuracy of information to edit when necessary
• Design, set up, streamline and maintain office filing systems (including electronic), databases and spreadsheets
• Resolve day-to-day operational problems, order supplies, and submit reimbursement requests
• Create and run reports to track key information relating to HR and Finance
• Coordinate information flow by acting as a liaison among key executives, staff, other employees, outside entities such as other NYS agencies and/or the general public; and
• Operate office equipment which requires the skilled use of a standard alpha-numeric keyboard to produce correspondence, reports, and other agency documents
• Performing quality review and corrections of documents
• Ensuring the accuracy of data in reports, identifying and correcting errors; AND
• 40 WPM Typing speed
• Performing quality review and making corrections of documents; AND
• Providing assistance and resolving administrative problems; And
• 40 WPM Typing Speed
• Providing assistance to resolve administrative problems;AND
• Prepare documentation utilizing the Microsoft Office Suite
• Create and maintain Excel spreadsheets and organizational charts
• Maintain the Associate Commissioner’s calendar, meetings, and schedule
• Communicate and work collaboratively with the other OPWDD regions across the State
• Manage PSES E-mail correspondence
• Prepare or assist in creating reports for division, as needed
• Miscellaneous administrative and clerical assignments as necessary
• Exercise reliable personal judgment and act with tact to greet and screen visitors, incoming calls. business contacts include persons at all levels within the organization, industry, and community
• Draft and prepare routine letters and memo for the supervisor’s signature and prepare complex correspondence, reports and presentations
• Collect, summarize and compile relevant business data into reports as directed
• Handle confidential information, files, materials to ensure information security for proper use
• Establish and maintain a proper filing / database system for easy retrieval and accurate documentation to facilitate information flows
• Maintain the supervisor's appointment/travel calendars and organize business travels, including reservation of hotel accommodation, ticketing, travel document application, etc
• Organizing meetings, workshops, conferences etc. by providing logistics supports e.g. inspection of venue, invitations, agenda, participants’ confirmations, hotel reservations
• Prepare and submit travel expenses statement as requested
• Support and back up to the controlling for budgeting, controlling and reporting
• Lead or contribute to projects in the logistics and assistance area
• 1 Qualifications: Those titles within two salary grades or one M-grade as approved by Civil Service
• Manage the DDPS IV’s calendar to ensure that all meeting requests have been addressed and the DDPS IV attends events as required or participates at the level necessary. Maintaining this position in a manner that will be perceived by others as professional
• Process the DDPS IV’s travel expenses and assist with the timekeeping duties to ensure efficiency; manage time-off requests and maintain a calendar for such
• Support to the Secretary 2 as needed
• Data entry/monthly report for the Development Plan
• Schedule meetings, rooms, video and teleconferences. Prepare agenda for meetings; provide meeting minutes
• Preparation of confidential and sensitive memos, letters and other documents
• Review outgoing correspondence for proper grammatical usage and clarity
• Manage office and maintain office procedures. Operate office equipment, such as photocopy machine and scanner
• Develop, maintain and update procedure manuals; distribute and track updates
• Design, set up and maintain files (including electronic) of correspondence/documents and file material, search for requested material
• Must have the ability to prioritize projects and daily tasks, taking responsibility for personally handling many calls, complaints and job assignments of a sensitive nature
• Receive, and relay or respond to telephone and email messages, relaying information/questions to appropriate staff
• Transmit instructions from supervisor to appropriate staff orally, in writing or electronically and follow up to see that instructions are implemented and deadlines are met
• Ability to establish effective working relationships with a variety of people at all levels of organization
• Knowledge of office and secretarial practices and procedures
• Ability to analyze and summarize information in both narrative and numerical form
• Knowledge of proper grammatical usage, punctuation and spelling. Ability to write coherent English narrative concerning relevant subject matter
• Knowledge of agency policies and program policies, procedures and functions
• Ability to use modern office equipment and computer programs including Excel, Power Point, all features of Outlook, including Calendar and Sharepoint
• Ability to organize office operations
• Ability to produce letters, tables, documents, etc
• Ability to design and maintain filing systems
• Ability to design forms for the collection of information
• Ability to determine priorities
• Minimum 3-5 years previous experience performing general secretarial duties
• Advanced preparation in secretarial training
• Must be able to type 55-60 wpm
• Word processing/personal computer experience required
• Proficiency in Word, Excel, Outlook
• Proficient in English language usage, spelling and grammar
• Must demonstrate the ability to maintain confidentiality of information, organize time efficiently, use sound independent judgement and work with people cordially and professionally
• Must possess excellent written and verbal communication, customer service and problem solving skills
• Process all correspondence to include categorizing mail, organizing priority communications, and follow-up including editing, photocopying and distribution
• Maintain office files and follow-up systems
• Schedule and coordinate meetings, appointments, and travel arrangements
• Maintain and reconcile budgets, including
• Provides assistance to up to 6 managers
• Manages access to the Site Manager, maintains and modifies Site Manager schedule
• Performs normal office functions such as setting up and maintaining files; interviewing callers and making proper
• Requires developed specialized skills, or a breadth of skills, through job-related training and considerable on-the-job
• University degree or equivalent work experience that provides knowledge of and exposure to fundamental theories,
• High School diploma
• 1-3 years of secretarial experience
• Education in secretarial courses such as typing, accounting, and office procedures
• Draft correspondence for the Deputy Superintendent in response to (1) general notifications received from regulated entities and state regulatory agencies relating to out-of-state enforcement actions; (2) requests for clarification on licensing requirements, and (3) requests for statistical information or mortgage guides
• Review incoming correspondence requesting legal interpretation and prepare inter-office memorandums for submission to legal for official staff interpretation
• Process automated request for legal opinions through the recently implemented CATS database by facilitating the upload of memorandum and associated attachments
• Maintain Deputy Superintendent’s calendar and schedule meetings with individuals external to the agency, schedule internal meetings with executive staff of the agency, schedule business unit staff meetings and coordinate use of business unit conference rooms
• Manage the routing and tracking of outgoing inter-office mail and round robins, including maintaining an electronic log of all outgoing inter-office mail, round robins, reconciling such log on a monthly basis against legal and executive round robin logs and reporting outstanding items to business unit managers and supervisors
• Facilitate the management and coordination of daily incoming correspondence and application related documents from internal and external sources, including logging and recording information relating to correspondence and applications into Mortgage Banking’s Access-based Mail-Log Database; facilitating the distribution of incoming mail to appropriate staff personnel
• Receive, screen and direct incoming telephone calls for business unit managers and supervisors, including Deputy and Assistant Deputy Superintendents and supervisors specifically assigned to field examination and Mortgage Loan Originator sub-units
• Respond to incoming inquiries from licensees, registrants and applicants by providing information to specific web-based instructions and guidelines published by the Department or redirecting such calls to properly designated individuals within Mortgage Banking or elsewhere in the Department, if applicable
• Process required Project Sunlight reports and maintain documentation demonstrating compliance with reporting requirements
• Manage and implement centralized filing process for Deputy Superintendent and business unit supervisors to facilitate orderly retrieval of critical business documents; assist in requesting information from archives; and
• Provide responses to incoming inquiries from Mortgage Loan Originator (MLO) Licensing applicants and other individuals seeking MLO licensing information including but not limited to continuing education, pre-licensing education, criminal background check, fees, surety bond requirements and application status
• Workshop & meeting co-ordination, travel arrangements, telephone work, correspondence, filing, other office administration, etc
• Support the department events organizing as request
• Reporting and delivery of work that can be of highly confidential nature
• Other jobs assigned by DS Management team
• To provide secretarial and administrative support to the Project Team
• Typing reports, minutes, e-mails, letters, faxes etc
• Diary management (on Outlook) for Management
• Raising orders and checking invoices
• Photocopying documents and sending faxes
• Recording incoming and outgoing mail
• Answering telephone and taking messages for Management
• Arranging meetings, booking rooms and arranging hospitality
• Making travel arrangements car hire, flights, hotels
• Collating and binding of documents
• Monitoring holiday rotation for the department
• Filing documents
• Any other duties as required by Management
• Prepare correspondence for signature by the Director of Lottery Security
• Perform various clerical duties such as answering phones and directing calls to appropriate investigators, filing and photocopying
• Screen telephone calls, referring to the appropriate investigator as necessary
• Design, set-up, and maintain files. This includes the archiving of older files
• Prepare materials to be submitted for consideration by the Lottery Security Unit
• Retrieve background material and present material in a logical manner, enabling the Director to be responsive to inquiries in a timely matter. Draft simple responses if appropriate
• Assist in arranging meetings and attendance at functions, including making travel arrangements, preparing travel vouchers and maintaining electronic calendars
• Assist with special projects as needed by Security Staff
• Support the General Counsel and staff attorneys in planning meetings, travel, and other secretarial support as needed
• Prepare letters, memoranda, affidavits, records and other documents, including, but not limited to, forms, legislation and reports
• Create new documents, accessing and using previously programmed data, review documents for completeness, and to ensure they are factually and grammatically correct and adhere to established standards
• Assign and track FOIL requests to ensure timely completion
• Assign and track Gold Slips / Blue Slips to ensure timely completion
• Maintain library and staff books by updating as needed, work with vendors to ensure timely payments, arrange disposition according to library policy
• Accept service of incoming litigation and enter into CMS
• Assist in archiving old records
• Provide back-up assistance for Administrative Assistant
• *Candidates should reference posting #17-017 when submitting your application.*** If submitting electronically, please reference posting #17-017 as part of your subject line
• Examines correspondence, memos, directives, materials, etc. received. Initiates relevant action such as replying to requests by sending a form letter, arranging meetings, or compiling recurring reports. Refers other correspondence to supervisor for action along with pertinent information available
• Types letters, reports, forms, etc. from rough drafts, making changes in grammar, punctuation, and spelling as needed
• May record and transcribe dictation and meeting minutes
• Screens and directs calls and visitors, maintains appointment and work schedules, secures accomodations (travel, etc.) for supervisor
• Establishes and properly maintains an effective recordkeeping system for correspondence, reports, supplies and other sources of information
• May perform receptionist duties for the college including answering incoming calls, taking messages, and greeting visitors
• Assists with preparing reports, forms, etc from rough drafts, making grammar, punctuation, and spelling as needed
• Perform duties such as answering and directing incoming calls, taking messages, greeting visitors, maintains appointment and work schedules and secures accommodations (travel, etc.) for supervisor
• Serves as an effective liaison between supervisor and internal and external contacts
• Examines correspondence, memos, directives, materials, etc. received and initiates relevant action such as replying to requests by sending a form letter, arranging meeting , or compiling recurring reports
• Establishes and properly maintains an effective recordkeeping system for correspondence, reports, meeting minutes, supplies, and other sources of information
• Responsible for proper use and preventive maintenance of general office equipment
• Performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office
• Computers may exist in the environment, requiring working knowledge of certain office software programs
• Carries out recurring office procedures independently, and selects the guideline or reference that fits the specific case. The supervisor provides specific instructions on new assignments and checks completed work for accuracy
• Respond to routine telephone requests that have standard answers; refer calls and visitors to appropriate staff
• Control mail and assure timely staff response, and send form letters
• As instructed, maintain supervisor's calendar, make appointments, and arrange for meeting rooms
• Review materials prepared for supervisor's approval for typographical accuracy and proper format
• Maintain recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans
• Requisition supplies, printing, maintenance or other services, type, take and transcribe dictation, create and maintain office files
• Scheduling meetings and general calendar & schedule management
• Handling phones/screen calls from vendors as needed, SAP processing to support administrative tasks
• Forwarding invoices to ensure timely payment processing, coordinate team events, and maintain team out of office schedule
• Occasionally assist with executive level presentation creation, documentation of office procedures, and research
• Maintain distribution lists
• Participate in team meetings and track assignments and action items to completion
• Provide overall office administration and organization task support
• Collaborate with other administrative professionals in the organization
• This position requires creative thinking, interaction with employees at all levels, problem solving, prioritization skills, decision-making and proficiency in all levels of communication
• Minimum 3 years related experience, including proven experience in administrative support
• Demonstrated computer proficiency in Microsoft Word, Excel, PowerPoint, Outlook (calendar and email) and SAP with willingness and aptitude to learn new things
• Demonstrated strong organization and time management skills and ability to work with confidential information
• Demonstrated ability to prioritize multiple tasks, meet deadlines, make decisions and change course when necessary
• Proven ability to build effective working relationships with all levels and influence all levels by being knowledgeable and credible
• Demonstrated ability to work independently and within a team environment with strong follow-through skills and attention to detail
• Demonstrated strong verbal and written communication skills
• Ability to work effectively and efficiently in a fast-paced and demanding environment with the ability to be flexible with work schedule including occasional overtime
• The duties that the incumbent of the vacancy will be expected to perform. Duties Description POSITION DESCRIPTION
• Manage scheduling of meetings, phone calls, correspondence and filing, among other clerical support functions, to directly support and assist the Deputy Commissioner of State Operations & Statewide Services
• Assist with organization of various stakeholder meetings and interdivisional work groups, webinars, etc. comprised of Service Delivery Regional Offices, State Operations & Statewide Services, and other divisions of the agency
• Assist with tracking tasks related to the implementation of State Operations & Statewide Services Office division goals
• Assist the Deputy Commissioner for State Operations & Statewide Services Office leadership with review of policies and practices related to State Operations & Statewide Services, to assist in meeting the goals of enterprise wide application of these concepts by State Operations & Statewide Services Office Staff
• Serve as liaison with Human Resources, tracking State Operations & Statewide Services Office staffing requests, ensuring appropriate staff resources are obtained in a timely manner and that staffing, performance evaluations, training and other items are tracked
• Monitor progress of various initiatives in the Division of Service Delivery and conduct follow-up activities as necessary to ensure that targets are met
• Collect, organize and analyze data related to various initiatives of the office as provided by Central Office and State Operations & Statewide Services Offices
• Plan and organize the logistics for statewide meetings and other functions related to the Division of Service Delivery
• Evaluate office technology needs and manage telephone and telecommunication systems for the office
• Provide support as necessary to the Associate Deputy Commissioner, Assistant Deputy Commissioner and Deputy Directors of the division
• Ensure overall management of communication, phone coverage and timely follow up on issues for the State Operations & Statewide Services Office and interface as necessary with Regional Office (Central Office location)
• Works directly with the Executive Deputy Commissioner and Commissioner’s Office in organizing/arranging/responding to internal and external providers/organizing and reviewing materials to send to the Executive Chamber
• Plan/organize/prepare (or assist with) agenda materials for statewide meetings of the entire Division of Service Delivery including all Regional Office and State Operations & Statewide Services Office Directors and State Operations Directors and Deputy Directors on monthly and bi-weekly meetings
• May supervise other clerical staff, which may include but is not limited to the following duties
• Interview and hire office clerical staff
• Assign work to clerical staff who perform keyboarding, duplicating, mail and supply, filing or similar tasks
• Identify training needs of subordinates
• Train subordinates in office procedures and keyboarding techniques
• Review work to insure compliance with instructions
• Evaluate the quality and quantity of work produced
• Knowledge of basic office procedures
• Basic mathematical and calculator skills necessary to prepare mathematical calculations without error
• Ability to communicate effectively in English with employees and customers, understand reports and related correspondence and accurately perform all essential job functions
• Ability to effectively deal with external customers and employees,(some of whom will require high levels of patience, tact and diplomacy to defuse anger), in a friendly and positive manner. This involves listening to the nature of the concern, demonstrating empathy with the customer and/or employee, providing positive and proactive solutions, deciding the appropriate action to be taken and following through accordingly
• Ability to access and accurately input information into a computer system, using word processing (MS Word) and spreadsheet (Excel) software, and ability to operate a typewriter
• Ability to lift, bend, stoop, walk, push/pull to retrieve and re-file various binders and files, weighing up to 30 lbs., at levels up to 6 feet high
• Must be detail oriented and have the ability to organize, prioritize work, and meet deadlines
• Ability to accurately input/type 50 words per minute
• Must have excellent telephone etiquette skills
• Ability to use various office equipment, including, but not limited to, typewriters, calculators, photocopiers and facsimile machines
• Administrative Responsibilities
• Minimum three (3) years’ executive administrative support experience
• Excellent computer skills – proficiency with Microsoft Outlook, Word, Excel, Keynote, PowerPoint, SAP
• Effective communication skills, both verbal and written
• Demonstrated ability to prioritize, meet deadlines, make decisions, change course of action quickly, and be flexible
• Ability to multi-task with urgency and accuracy
• Positive attitude and the ability to be proactive, resourceful, and flexible
• Strong people skills, including the ability to work collaboratively and effectively with other assistants and staff at all levels
• Team player and easy-going manner to handle varied personalities, responsibilities, and assignments
• Ability to maintain standards of strict confidentiality with respect to all matters and documents
• Excellent organizational skills and strong follow-up and follow-through capabilities
• Proactive in thinking of ways to improve productivity and efficiency
• Willingness to learn new skills
• Previous executive support experience in the entertainment industry
• Associate’s degree
• Performs various secretarial, administrative, and general office duties requiring an understanding of the organization, programs and procedures to relieve management personnel of routine administrative duties
• Maintains a responsive relationship and works closely with all sections within the Supply Department to coordinate the proper dissemination of information as directed by Supply Manager
• Operates all office equipment, PC computer and printer, scanners, fax and copy machines. Answers telephones, acts as receptionist, interviews and directs callers, schedules appointments, requisitions supplies and handles routine and miscellaneous reports
• Prepares work requests, monthly performance factor data, monthly functional reports and, as required, various correspondence, charts, presentation slides and forms
• Responsible for the safekeeping of all files, records and reports. Prepares updates to and maintains Standard Operating Procedures
• Distributes incoming and outgoing mail and miscellaneous distribution
• May be required to work an uncommon tour of duty including nights, weekends, and holidays
• Must have or have ability to obtain a security clearance
• Work requires standing, walking, bending, lifting and carrying of papers and other items
• Must comply with published company work rules
• Works in a drafty, dusty building that has concrete floors
• Must be able to pass a National Agency Check (NAC) for computer access and obtain a Secret Clearance
• Must be able to pass a Pre-employment drug test
• Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member or other offices. May prepare and sign routine, nontechnical correspondence in own or supervisor's name
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to supervisor or staff
• Knowledge of Microsoft Office Suite, Outlook Email and WordPerfect
• Sample data entry
• Information management
• Report distribution
• Interaction with the investigative/technical staff with regards to sample submission and resolution of discrepancies
• Ordering supplies and equipment
• Tracking expenditures
• Reconciling discrepancies of blanket orders and purchase orders
• Placing service requests for maintenance service repairs
• General office duties include but not limited to; filling, answering and directing phone calls and emails
• Preparation of travel documents
• Attending meetings to record minutes, action items, and distribute documents
• Two (2) years of responsible administrative/secretarial experience, including 1 year at the level of Secretary I
• Experience in purchasing procedures and responsibilities
• Knowledge of office operations
• Proficient with MS Office Word, Outlook, Excel and PowerPoint
• Must be able to obtain and maintain a Security Clearance
• Eagerness to learn new skills
• Familiarity with scientific terminology
• Experience with CostPoint and Corcentric Invoicing System or other purchasing software
• Provide day-to-day administrative support to the SVP Corporate Alliances
• Act as first point of contact for the office of the SVP
• Answer all phone calls in a professional and responsive manner and relay messages accurately and efficiently
• Interact with senior executives and outside companies
• Perform administrative duties including, but not limited to, screening and routing phone calls, managing calendars, processing invoices, creating presentation material, scheduling meetings requiring significant coordination and follow up, and ensuring timely and effective communications
• Prepare expense reports in SAP and ensure they are submitted in a timely manner
• Prepare for meetings, including large presentations/video conferences with multiple sites
• Perform the role of a proactive partner and collaborator to the SVP
• Create presentations using PowerPoint, Microsoft word and other basic desktop software
• Coordinate on-sight and off-site SVP led events
• Post, update and maintain documents to SharePoint and other collaboration sites
• Advanced presentation skills (Microsoft power point, Keynote) preferred
• 3-5 year’s experience and proficient in Microsoft Office components (Outlook, Word, PowerPoint and Excel)
• Minimum of 2 years of experience at The Walt Disney Company
• 1-2 year’s experience with SAP
• Experience with Video Teleconferencing (VTC) equipment, Meetme, Lync
• Experience with Apple and Windows desktop systems
• This position requires at least one year post qualification experience
• Experience in ensuring compliance under allied laws such as FEMA is desirable
• Advanced computer skills on MS Office
• Fluent in English, both verbal and written
• Good communication, negotiation and drafting skills, pro-active, motivated and team player
• Provide courteous and professional service ensuring personal attention. Friendly and efficient manner at all times
• Be fully conversant with the Business Centre services and facilities Order and ensure timely delivery of amenities for all arrivals and in-house VIP and Suite guests
• Ensure that a full range of business related information and reading materials are available for guests, including newspaper and magazines
• Be proactive and assist in carrying out the services requested by guest as well as colleagues
• Attend in-hotel training to develop and enhance skills
• Attend to GS briefings and section meetings
• Ensure that the entire official forms currently use are updated controlled according to JI standard
• Accurately record and charge all services and transactions rendered in the correct invoice provided
• Ensure that all charges for the day are recorded on the proper hand over summary and traffic sheets and are handed over to the Accounting Department / Night Auditor at the end of the evening shift
• Maintain and follow up on the Conference Room / Meeting Room reservations ensuring the necessary requirements / requests are met
• Coordinate with Room Service and Audiovisual department to arrange guest requirements
• Liaise with the Technicians in maintaining electronic equipments
• Liaise with Housekeeping in maintaining cleanliness in the working area
• Request office items by adhering to the department’s budget
• Fully understand and apply the company’s mission and vision statement on a day to day operation
• Attends Guest Services meetings and handles the minutes
• Keep the Business Centre clean, organized and free of unauthorized persons, ensuring that Business Centre staff is present at all times
• Carry out all DHL/ Courier transactions
• Receive and relay telefax transmissions quickly and accurately
• Ensure that faxes are prepared, checked and sent within a minimum amount of time
• Ensure that guest/official telefax/e-mail is delivered promptly to the room/ respective department
• Looks after the flower arrangements of the Business Centre
• Minimum of 2 years administration experience in a 5* hotel
• Knowledge of Opera (and Front Office applications)
• Multilingual
• Experience using Drupal and/or DOCLINE. Experience with health sciences library organizations. Proficient using common software, such as Microsoft Word, Outlook, PowerPoint and Excel. Ability to learn to use new software and adapt to it quickly. A basic understanding of databases and the common relationships between records in a database. Flexibility and a positive attitude. Strong communication skills, both oral and writing
• Updating Member Organizations in the Members Directory
• Linking individual Member records to appropriate Member Organizations, when applicable
• Ensuring that all data is correct and up-to-date
• Making recommendations for ongoing maintenance of the database
• Provide administrative support for the department. Duties include, but not limited to answering phones and referring calls to appropriate staff, coordinating officer calendars and scheduling appointments, preparing correspondence, memos, reports, ordering supplies and maintenance requests, coordinating required training, opening and distributing mail, and preparing expense reports
• Gather information and prepare loan applications, disburse loan advances, accurately quote payoffs, order credit reports, pull financial statements, collect and review documentation for accuracy and compliance prior to submission for processing, and work closely with Relationship Managers in attaining and approving collateral releases
• Interface with other departments including branch personnel, Loan Operations, Central Document Processing (CDP), Wire Transfer, treasury Services, Mail Distribution, Trust, Compliance, CreditAnalysis and Credit Operations, and the Legal Department
• Assisting customers with general banking functions (post close) as needed including transferring funds, wires, and balancing checking accounts
• Provide excellent customer service to all clients, internally and externally
• Knowledge of commercial lending procedures and practices
• Knowledge of and basic use of accounting and mathematical skills
• Effective communication skills (verbal and written)
• Basic computer skills (typing skills- test 35wpm)
• MUST be able to exercise confidentiality with sensitive information
• High school diploma (required), two year degree with business administration emphasis (preferred)
• Minimum or one (1) year of experience
• Gather and prepare loan documents and work exception report
• Liaison between customer and Loan Officer
• Minimum three years commercial lending secretarial experience
• Typing 35 wpm
• Maintain division listings and references
• Develop and maintain section procedures
• Schedule meetings for Director and other managers in the section
• Print and copy documentation and other items needed for the meetings
• Establish office procedures
• Implement related policies and procedures
• Identify improvement opportunities in office procedures, paper and work flow and suggest and implement new or revised procedures, instructions and other communications
• Maintain effective and efficient work flow and communication
• Perform quality assurance on records
• Maintain Director’s and the section’s calendars
• Provide backup administrative support to the Deputy Comptroller
• Provide phone coverage for the Director
• Prepare and process telephone, workstation and building change and move requests
• Review move requests and work with CIO Management, Management Services and CIO teams to schedule the staff moves
• Maintain phone records and floor plans
• Arrange for Web Services to take employee photographs for the CIO Staff Directory
• Draft and edit procedures, instructions, publications, reports, forms, knowledge articles and other communication items
• Distribute and publish the materials appropriately
• Create, update, delete employee records
• Prepare and distribute reports based on a regular schedule
• Demonstrated ability to establish and maintain positive working relationships with both technical and non-technical coworkers and customers at all levels of the organization
• Demonstrated ability to organize office operations
• Demonstrated experience in providing excellent customer service
• Demonstrated ability to determine and work with changing priorities
• Demonstrated experience and proficiency in MS Word and MS Excel
• Demonstrated writing skills using proper grammatical usage, punctuation and spelling
• Prepare, compose and edit all official documents such as various engagement letters, agendas, presentation, weekly and monthly reports, and handle all internal and external correspondences in order to provide any administrative assistance as requested
• Be proof-reader in all financial statements and other documents prior to Management’s review to reduce the Management's excess of overloaded task reviews
• Arrange appointments, coordinate meetings, reserve conference rooms, arrange for teleconferencing and equipment set-up and coordinate menu needs through caterers; coordinates travel arrangements and submits reimbursement requests in a timely manner
• Serve as a liaison between departments and operating units in the resolution of day-to-day administrative and operational problems
• Process invoice issuance after completion each fieldwork in SAP system and weekly monitor collection as committed
• Perform other administrative works to support various staff levels as requested, for example, print documents, record client account in the system, coordinate , and set up monthly activity for the department
• Provide daily assistance to Management as necessary such as dealing with incoming calls/inquiries, assisting visitors and solving a wide range of administrative problems
• Run personal errands upon Management's request
• Female, age not over 30 years old
• Minimum Bachelor's degree
• 1-2 years' work experience in secretarial and/or administrative support or related functions
• Good command in English
• Skill in Microsoft office is highly required

Related Job Titles

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Secretary job description

A Secretary is a professional who provides behind-the-scenes work for an office. Their tasks include organizing files, preparing documents, managing office supply inventory and scheduling appointments.

Eleni, ex-People Ops Manager at Workable, excelled in recruitment, lifecycle management, and employer branding.

Refreshed on

February 1, 2022

Reviewed by

Eftychia Karavelaki

Senior Recruitment Manager

This Secretary job description template is optimized for posting on online job boards or careers pages and is easy to customize for your company.

Secretary responsibilities include:

• Answering phone calls and redirect them when necessary
• Managing the daily/weekly/monthly agenda and arrange new meetings and appointments
• Preparing and disseminating correspondence, memos and forms

Want to generate a unique job description?

Looking for a job.

As a Secretary you will assume the duty of clerical and administrative support in order to optimize workflow procedures in the office.

You will assist colleagues and executives by supporting them with planning and distributing information.

You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.

Responsibilities

• Answer phone calls and redirect them when necessary
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
• Prepare and disseminate correspondence, memos and forms
• File and update contact information of employees, customers, suppliers and external partners
• Support and facilitate the completion of regular reports
• Develop and maintain a filing system
• Check frequently the levels of office supplies and place appropriate orders
• Make travel arrangements
• Document expenses and hand in reports
• Undertake occasional receptionist duties

Requirements and skills

• Proven work experience as a Secretary or Administrative Assistant
• Familiarity with office organization and optimization techniques
• High degree of multi-tasking and time management capability
• Excellent written and verbal communication skills
• Integrity and professionalism
• Proficiency in MS Office
• High school diploma

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Frequently asked questions, related job descriptions.

• Office Assistant job description
• Front Office Manager job description
• Receptionist job description
• Office Manager job description

Related Interview Questions

• Secretary interview questions and answers
• Office Assistant interview questions and answers
• Prioritization interview questions and answers

Related Topics

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• Video interview software: definition and key features
• How to attract more candidates with your job posts

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• Entry Level Secretary Resume Example

Resume Examples

• Common Tasks & Responsibilities
• Top Hard & Soft Skills
• Action Verbs & Keywords
• Resume FAQs
• Similar Resumes

Common Responsibilities Listed on Entry Level Secretary Resumes:

• Greet visitors and answer phone calls
• Schedule and coordinate meetings, appointments, and travel arrangements
• Prepare and distribute agendas, minutes, and other documents
• Prepare and maintain filing systems
• Type, format, and proofread documents
• Maintain databases and spreadsheets
• Monitor and order office supplies
• Prepare and process invoices and other financial documents
• Coordinate mailings and shipments
• Assist with special projects and other administrative tasks
• Provide general administrative and clerical support

Speed up your writing process with the AI-Powered Resume Builder . Generate tailored achievements in seconds for every role you apply to. Try it for free.

Entry Level Secretary Resume Example:

• Implemented an efficient scheduling system for meetings and appointments, resulting in a 20% reduction in scheduling errors and improved overall productivity.
• Developed and maintained a comprehensive filing system, ensuring easy access to important documents and reducing retrieval time by 15%.
• Collaborated with the finance department to streamline invoice processing, resulting in a 10% decrease in processing time and improved accuracy in financial documentation.
• Coordinated travel arrangements for executives, optimizing cost savings by 15% through careful negotiation and selection of travel options.
• Managed office supplies inventory and implemented a tracking system, reducing supply waste by 10% and ensuring timely reordering of essential items.
• Assisted in the organization and execution of company-wide events, contributing to improved employee engagement and satisfaction.
• Provided general administrative support to the executive team, ensuring smooth daily operations and timely completion of tasks.
• Utilized advanced spreadsheet skills to create and maintain databases, resulting in improved data accuracy and accessibility.
• Assisted in the preparation and distribution of meeting agendas and minutes, facilitating effective communication and decision-making within the organization.
• Efficient scheduling and calendar management
• Development and maintenance of filing systems
• Collaboration and coordination with different departments
• Invoice processing and financial documentation
• Travel arrangements and cost optimization
• Office supplies inventory management
• Event planning and execution
• General administrative support
• Advanced spreadsheet and database management
• Preparation and distribution of meeting agendas and minutes
• Excellent communication skills
• Time management and organization skills
• Attention to detail
• Problem-solving abilities
• Proficiency in MS Office Suite
• Ability to work in a fast-paced environment
• Teamwork and cooperation skills
• Negotiation skills
• Ability to handle confidential information
• Multitasking abilities
• Customer service skills.

Top Skills & Keywords for Entry Level Secretary Resumes:

Hard skills.

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Typing and Data Entry
• Calendar Management
• File Management
• Phone and Email Etiquette
• Meeting and Event Coordination
• Travel Arrangements
• Proofreading and Editing
• Record Keeping
• Customer Service
• Multitasking and Time Management
• Professional Communication Skills

Soft Skills

• Organization and Attention to Detail
• Time Management and Prioritization
• Communication and Interpersonal Skills
• Professionalism and Discretion
• Multitasking and Efficiency
• Problem Solving and Critical Thinking
• Adaptability and Flexibility
• Teamwork and Collaboration
• Customer Service Orientation
• Computer and Technical Skills
• Written and Verbal Communication
• Active Listening and Feedback Incorporation

Resume Action Verbs for Entry Level Secretarys:

• Coordinated
• Prioritized
• Corresponded

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Resume FAQs for Entry Level Secretarys:

How long should i make my entry level secretary resume, what is the best way to format a entry level secretary resume, which keywords are important to highlight in a entry level secretary resume, how should i write my resume if i have no experience as a entry level secretary, compare your entry level secretary resume to a job description:.

• Identify opportunities to further tailor your resume to the Entry Level Secretary job
• Improve your keyword usage to align your experience and skills with the position
• Uncover and address potential gaps in your resume that may be important to the hiring manager

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Related Resumes for Entry Level Secretarys:

Entry level administrative assistant, entry level office administrator, entry level office clerk, entry level receptionist, entry level data entry, entry level executive assistant, entry level virtual assistant, administrative assistant with no experience.

• Career Blog

Office Secretary: Job Description, Salary, and Skills

An office secretary is an administrative professional who performs a variety of tasks to support the smooth functioning of the office. They are responsible for managing administrative duties such as scheduling appointments, managing files, drafting and editing correspondence, coordinating meetings, and answering phones.

The role of an office secretary is crucial for the efficient operation of any office or organization. They serve as the backbone of a company, ensuring that everything runs smoothly behind the scenes. Without their contributions, offices would struggle to stay organized and productive.

The history of office secretaries dates back to the early 20th century, when typewriters were first introduced into offices. Women were often hired as secretaries, as their ability to type quickly made them valuable assets to any organization. As the years passed, the role of the office secretary expanded to include a wide range of administrative tasks beyond typing.

Today, the position of office secretary remains an essential part of any modern workplace, with many organizations still relying on skilled professionals to handle the administrative tasks that keep the office running smoothly. In this article, we explore the job description, salary, and skills required to become a successful office secretary.

Job Description

As the backbone of any organization, an office secretary plays a crucial role in ensuring the smooth running of daily operations. They are responsible for supporting the senior management team by managing various administrative tasks, coordinating schedules, and facilitating communication.

Roles and Responsibilities of an Office Secretary

An office secretary’s primary responsibility is managing the day-to-day administrative tasks of the office. These tasks include managing schedules, coordinating meetings, arranging travel plans, organizing files, and preparing reports. They may also be responsible for reviewing correspondence, answering phone calls, and responding to emails.

As an office secretary, one may also be responsible for managing office supplies, maintaining office equipment, ordering office inventory, and processing invoices. Additionally, they may be responsible for planning and organizing events, such as company retreats, corporate meetings, and employee appreciation events.

Daily Tasks of an Office Secretary

An office secretary’s daily tasks vary depending on the organization they work for. However, some common daily tasks include answering phones, scheduling appointments, responding to emails, drafting correspondence, and maintaining files. They are also responsible for greeting and directing visitors, assisting with project management, and maintaining the office’s confidentiality.

As an office secretary, one must be highly organized and detail-oriented to manage their daily activities effectively. They must be able to communicate clearly and effectively both orally and in writing. A good office secretary is a multi-tasker who can prioritize tasks and manage their time effectively.

Essential Skills and Qualities of an Office Secretary

An excellent office secretary must possess several essential skills and qualities to excel in their role. These include:

1. Interpersonal Skills:  An office secretary must have excellent interpersonal skills to communicate effectively with colleagues and external stakeholders.

2. Organizational Skills:  An office secretary must be highly organized and detail-oriented to manage multiple tasks efficiently.

3. Communication Skills:  An office secretary must be an excellent communicator with the ability to present information clearly and concisely.

4. Time Management Skills:  An office secretary must be able to manage their time effectively to complete tasks within set deadlines.

5. Confidentiality:  An office secretary must maintain office confidentiality and uphold the privacy of the office’s employees and clients.

6. Flexibility:  An office secretary must be flexible and adapt to changing priorities and work environments.

An office secretary is essential to any organization’s success. They play a crucial role in managing administrative tasks, coordinating schedules, and facilitating communication. To excel in this role, one must possess excellent organizational skills, time management skills, communication skills, interpersonal skills, confidentiality, and flexibility.

Education and Training Requirements

Becoming an office secretary typically requires a high school diploma or equivalent. Some employers may prefer candidates with an associate’s or bachelor’s degree in business administration or a related field.

In addition to a degree, some employers may require training in Microsoft Office Suite or other office software programs. Candidates can also attend classes or workshops to develop skills in areas such as communication, organization, and time management.

Certifications and Licenses

There are no specific certifications or licenses required to become an office secretary. However, obtaining a certification can help showcase a candidate’s expertise and knowledge in the field. The International Association of Administrative Professionals offers certification programs, such as the Certified Administrative Professional (CAP) and the Organizational Management (OM) certification.

Additionally, some states may require a notary public license for certain administrative tasks, such as notarizing documents or taking oaths.

Experience Requirements

Many entry-level office secretary positions do not require prior experience. However, having previous administrative or clerical experience can be beneficial. Candidates with experience in customer service, data entry, and filing systems may have an advantage in the job market.

Employers may also require experience in specific industries. For example, an office secretary in a law firm may need experience working with legal terminology and documents.

In addition to professional experience, employers may look for candidates with volunteer or extracurricular activities that demonstrate skills such as leadership, teamwork, and communication.

While formal education and certification can be helpful, experience is often the most critical factor in securing an office secretary position. Candidates with a combination of education, training, and relevant experience will likely have the best chance of success in the job market.

Salary and Job Outlook

As an Office Secretary, the average salary can vary depending on location, industry, and experience. According to the Bureau of Labor Statistics (BLS), the median annual wage for secretaries and administrative assistants in May 2020 was $40,990.

However, the salary factors and benefits can affect the average salary. Factors such as education, certification, and years of experience in related fields can increase the salary. For example, having a bachelor’s degree or a certification in a specific software or skill may qualify an office secretary for higher positions and increased salary.

Additionally, some offices offer employees benefits such as health insurance, retirement plans, and paid vacation time which can contribute to a substantial increase in total compensation.

As technology continues to advance, the job growth and opportunities for office secretaries may become limited in some industries. However, the BLS projects an overall job outlook for secretaries and administrative assistants to decline by 9 percent from 2019 to 2029. This decline is due to the increasing use of technology and automation in administrative tasks.

While there may be a decline in job growth, there are still opportunities for office secretaries to advance their careers. For instance, those who possess advanced computer skills or technical expertise may have the ability to transition into more specialized positions such as database administrators.

Furthermore, as more businesses expand globally, there may be growing demand for bilingual or multilingual office secretaries who can communicate with clients and partners from different countries.

The job outlook for office secretaries may decline in some industries, but those who stay up-to-date with new technologies and possess advanced skills can still find job opportunities and potentially increase their earning potential.

Types of Office Secretaries

There are several types of office secretaries who specialize in specific areas to cater to the diverse needs of different industries. Below are the different types of office secretaries:

Administrative Secretary

An administrative secretary is responsible for the smooth operation of the office. They support the day-to-day functions of an organization and perform a wide range of clerical and administrative duties such as answering phones, managing emails, scheduling appointments, and overseeing office supplies. They also coordinate meetings and events and maintain accurate records and files.

Executive Secretary

An executive secretary provides high-level administrative support to executives, senior managers, and other top-level executives. They coordinate and manage their calendars, arrange travel and accommodation for business trips, liaise with clients and other stakeholders, and assist in the decision-making process. They may also be responsible for researching and preparing reports, presentations, and other documents.

Legal Secretary

A legal secretary provides administrative support to lawyers and other legal professionals. They are responsible for drafting legal documents, organizing and maintaining files, and scheduling appointments and court proceedings. They must have knowledge of legal terminology and procedures and possess excellent communication and organizational skills.

Medical Secretary

A medical secretary provides administrative support to healthcare professionals, such as doctors and nurses. They are responsible for managing patient records, scheduling appointments, and handling billing and insurance claims. They may also be required to interact with patients and coordinate their care, making it essential to have excellent communication and customer service skills.

Virtual Secretary

A virtual secretary provides administrative support to clients remotely. They work from a home office or other remote location and leverage technology to communicate and perform their duties. They may be hired as independent contractors or work for a virtual assistant company. Virtual secretaries have the same administrative responsibilities as their in-office counterparts and must have excellent communication and time management skills.

Office secretaries play a crucial role in the smooth operation of any organization. Employers seek individuals with exceptional administrative and organizational skills to fill these roles. The various types of office secretaries cater to the specific needs of different industries, making them an indispensable part of any workforce.

Essential Skills for an Office Secretary

An Office Secretary holds a critical role in supporting the proper functioning of an organization. They are responsible for a wide range of administrative and clerical tasks, and this requires a unique set of skills that they must have to perform their job duties effectively. In this section, we will describe some of the essential skills an Office Secretary needs to possess.

Typing and Computer Skills

Office Secretaries need to have exceptional typing and computer skills, and be proficient in software such as Microsoft Office Suite (Word, Excel, PowerPoint) and email. Computer proficiency is crucial as it enables the Office Secretary to perform tasks such as drafting emails, creating spreadsheets, and typing up documents while ensuring that they are accurate, well-structured, and easy for other staff members to comprehend.

Written and Oral Communication Skills

Written and oral communication skills are essential for Office Secretaries. They need to have excellent grammar, punctuation, and spelling when drafting letters, memos, and other business correspondences. They must also be able to communicate effectively with colleagues, clients, and suppliers, and able to comprehend and execute directives accurately.

Organizational and Time Management Skills

Office Secretaries must be highly organized and have excellent time management skills. They should be able to keep office documents, supplies, and equipment organized in a systematic manner to ensure that everything runs efficiently. They need to track appointments, meetings, and deadlines for other staff members, and ensure that all necessary materials and resources are available for their colleagues and superiors.

Multitasking and Attention to Detail

Office Secretaries must be proficient multitaskers with a keen attention to detail. They should be able to complete several tasks simultaneously, which may include answering phones, working on a project, or greeting and assisting visitors. They must be able to pay close attention to detail to ensure that no mistakes are made in their work or the work of their colleagues.

In sum, Office Secretaries are essential team members in many organizations. They must possess a wide range of skills, including typing and computer skills, written and oral communication skills, organizational and time management skills, and multitasking and attention to detail. By having these skills, Office Secretaries can perform their job duties effectively, contributing significantly to the success of the organization.

Work Environment and Conditions

Working hours and schedule.

Office secretaries typically work full-time hours during normal business hours, from Monday to Friday. However, depending on the company, there may be variations in the overall work schedule. Some companies require office secretaries to work weekends or to be available for after-hours support.

Additionally, some companies may offer part-time positions for office secretaries or flexible work schedules, such as working from home.

Work Space and Equipment

The work space for office secretaries varies depending on the company they work for. Usually, an office setting provides a dedicated workspace, which typically includes a desk, computer, phone, filing cabinets, and other office equipment.

In some cases, office secretaries may share the workspace with other administrative or clerical staff, depending on the size of the company. However, recent changes caused by the pandemic resulted in more employers embracing remote work for their employees. This also gave a new perspective on the tools needed by employees for efficient remote work.

Office secretaries must be proficient in using software tools such as Microsoft Office Suite, G Suite, and other productivity tools used to support the day-to-day operations of an office.

Physical and Mental Challenges

Office secretaries face physical challenges, such as sitting or standing for long periods of time and repetitive tasks such as typing, answering the phone, or filing. These activities can lead to physical strain and musculoskeletal disorders.

Furthermore, office secretaries can encounter mental challenges, such as dealing with demanding clients, meeting constant deadlines and multitasking. Effective time management skills and a calm and patient attitude are essential to complete daily tasks effectively.

Office secretary roles can offer a stable employment environment with a reliable salary. Working hours may vary depending on job requirements, but the standard workweek ranges from 35 to 40 hours. In-office or remote work settings provide a comfortable work environment. But to thrive in this position, being physically and mentally fit is essential.

Examples of Office Secretary Job Descriptions and Requirements

A job description is an essential tool in any successful recruitment process. It sets the expectations and responsibilities of a particular role and helps ensure that you are attracting the right candidates.

Here are some examples of office secretary job descriptions and requirements to guide you in creating your own:

Example 1: Office Secretary Job Description and Requirements

Position:  Office Secretary

Job Purpose:

The office secretary is responsible for providing administrative support to the office staff, including managing schedules, handling phone calls and emails, and preparing documents.

Job Responsibilities:

• Manage the office’s schedule, including meetings, appointments, and travel arrangements
• Answer phone calls and emails, responding to inquiries and directing them to appropriate staff
• Prepare and distribute office documents, including reports, correspondence, and presentations
• Maintain and update office files and databases
• Greet and assist guests and clients
• Perform other duties as assigned by management

Required Skills and Qualifications:

• High school diploma or equivalent
• Proven experience as an office secretary or similar administrative role
• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Proficient in Microsoft Office suite
• Familiarity with basic office equipment

Example 2: Senior Office Secretary Job Description and Requirements

Position:  Senior Office Secretary

The senior office secretary provides advanced administrative support to management, including overseeing junior staff, managing budgets, and coordinating projects.

• Manage the office’s schedule, including meetings, appointments, and travel arrangements for management
• Oversee and provide guidance to junior administrative staff
• Prepare and analyze reports, and make recommendations to management
• Create and manage budgets and expenses for the office
• Facilitate communication between management and staff, clients, and vendors
• Coordinate and lead special projects as assigned by management
• Proven experience as a senior office secretary or similar administrative role
• Strong leadership and management skills
• Proficient in Microsoft Office suite and project management software
• Familiarity with budget management and financial analysis

Example 3: Legal Office Secretary Job Description and Requirements

Position:  Legal Office Secretary

The legal office secretary provides administrative support to legal professionals in a law firm or legal department, including maintaining case files, preparing legal documents, and managing court schedules.

• Efficiently manage the office’s schedule, which includes organizing meetings, appointments, and making travel arrangements for management.
• Supervise and provide guidance to junior administrative staff, ensuring their tasks are carried out effectively.
• Prepare and analyze reports, offering valuable recommendations to management based on the findings.
• Take charge of creating and managing budgets, as well as monitoring and controlling office expenses.
• Serve as a liaison between management, staff, clients, and vendors, ensuring effective communication and smooth operations.
• Coordinate and lead special projects assigned by management, ensuring their successful completion.
• High school diploma or equivalent.
• Proven experience as a legal office secretary or in a similar administrative role.
• Strong leadership and management skills, enabling effective supervision and guidance of junior staff.
• Excellent communication and interpersonal abilities, allowing for seamless interaction with colleagues, clients, and vendors.
• Proficiency in Microsoft Office suite and project management software to efficiently carry out administrative tasks.
• Familiarity with budget management and financial analysis, ensuring accurate handling of financial aspects within the legal office.

How to Become an Office Secretary

Are you interested in pursuing a career as an office secretary? This job can be very rewarding and offers a wide range of opportunities for personal and professional growth. To become an office secretary, there are several steps you can take.

Steps to Becoming an Office Secretary

Get a high school diploma or equivalent: This is the minimum education requirement for most office secretary positions.

Earn an associate’s degree or certification: While not always required, having a degree or certification in business administration, office management, or a related field can be highly beneficial and can help you stand out from other candidates.

Gain experience: Many office secretary positions require some level of professional experience, so consider working as an administrative assistant, receptionist, or other related roles to gain experience.

Hone your skills: To succeed as an office secretary, you’ll need excellent communication, organizational, and time management skills. Look for opportunities to improve your skills through training or continuing education programs.

Apply for jobs: Once you have the education and experience necessary, start applying for office secretary positions. You can find job openings online or through networking.

Tips for a Successful Career as an Office Secretary

Develop strong communication skills: As an office secretary, you’ll need to communicate effectively with both colleagues and clients. Focus on improving your speaking and writing abilities.

Stay organized: Being organized is key to success as an office secretary. Use calendars, to-do lists, and other tools to keep track of your tasks and deadlines.

Learn technological tools: Many office secretary positions require the use of specialized software and other technological tools. Make sure you’re comfortable with these tools and stay up-to-date on the latest advancements.

Be proactive: Anticipate the needs of your colleagues and clients and offer assistance before it’s requested. This will help you stand out as a valuable member of the team.

Stay current: Keep up with industry news and trends to stay ahead of the game. Attend conferences and networking events to stay informed and to build your professional network.

Becoming an office secretary requires education, experience, and strong skills. With the right training and attitude, you can build a successful and rewarding career in this field.

Advantages and Disadvantages of Being an Office Secretary

As an office secretary, there are several advantages and disadvantages that come with the job. Here are some pros and cons of being an office secretary:

Pros of the Job

Varied Responsibilities : Office secretaries have to juggle multiple responsibilities, from answering phone calls to managing schedules, to filing documents, and more. This diversity in tasks can make the job interesting and challenging.

Opportunities for Growth : In some companies, office secretaries can work their way up to more senior administrative roles, such as executive assistant or office manager. This can provide opportunities for career advancement and higher salaries.

Flexibility : Many office secretaries enjoy flexible work hours and the ability to work part-time. Some companies also offer remote work options.

Job Stability : With the growing demand for administrative support professionals, office secretaries can expect long-term job security in their role.

Cons of the Job

Monotonous Tasks : While there is diversity in the tasks involved, there are also certain repetitive tasks that an office secretary will have to perform, such as answering phone calls, sending emails, and filing documents.

High Stress : Office secretaries often have to manage conflicting priorities and respond to urgent requests from different departments, which can lead to high levels of stress.

Limited Career Growth : In some companies, the role of an office secretary may not have room for advancement, leaving one in the same position for years without a way to move up the organizational ladder.

Low Pay : Office secretaries may earn a lower salary compared to other administrative roles. Salaries may also vary based on location, company, and experience.

Salary and Perks

Office secretaries usually earn an average salary of $38,000 per year, although this can vary depending on the experience, location, and company. Some companies provide perks such as health and dental benefits, retirement contributions, and paid time off.

Job Security

Office secretaries are in demand, with an expected job outlook of 10% growth between 2020-2030 according to the Bureau of Labor Statistics. This indicates that employment opportunities for office secretaries should continue to grow over the coming years.

Working as an office secretary can provide job stability, opportunities for growth, and a diverse range of responsibilities. However, it may also come with low pay and high stress. It is essential to weigh the pros and cons before pursuing a career as an office secretary.

Career Growth Opportunities for an Office Secretary

As an office secretary, there are various career growth opportunities that exist depending on your aspirations, skills, and experience level. Here are some growth opportunities to consider:

Advancement Opportunities

Advancement opportunities vary from one organization to another depending on the structure, size, and management policies. Nonetheless, office secretaries can advance their careers by pursuing the following opportunities:

• Supervisory roles – this entails overseeing office support staff and delegating duties.
• Executive assistant – working closely with senior executives while providing specialized administrative support.
• Office Manager – responsible for the overall administration and management of the office space.

Career Path and Options

An office secretary can also pursue various career paths within the organization or outside the workplace, including:

• Administrative Assistant – provide administrative and clerical support to higher-level executives.
• Customer Service Representative – assist customers in person or remotely.
• Human Resources Assistant – manage employee data, assist with hiring, and onboarding new employees.
• Project Coordinator – manage projects, schedules, and communication.

Additional Skills for Growth

To unlock more growth opportunities, an office secretary needs to acquire additional skills that will make them stand out in the industry. Some of these skills include:

• Technical proficiency – proficiency in using various office equipment and computer systems.
• Communication skills – effective communication via email, written reports, and face to face communication.
• Time management skills – efficiently plan and prioritize tasks to ensure timely completion.
• Multitasking skills – ability to handle multiple tasks without compromising on quality.
• Critical thinking skills – ability to evaluate situations, analyze options and make effective decisions.
• Attention to detail – ability to review documents for accuracy and completeness.

As an office secretary, the sky’s the limit when it comes to career growth opportunities. By investing in additional skills, advancing in the workplace, or pursuing other career paths, the possibilities are endless.

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Secretary Job Description

The secretary job description provides a list of the key tasks, duties and responsibilities associated with the secretarial job.

The secretary role will vary depending on the sector, the size of the employer and the level of the job. However almost all secretarial jobs will involve an element of each of these listed typical work tasks and duties and will demand core secretarial competencies and skills.

Adapt the sample secretarial job description to meet the requirements of the job you are specifying.

SAMPLE SECRETARY JOB DESCRIPTION

General Purpose

Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities including receiving and handling information.

Main Job Tasks, Duties and Responsibilities

• prepare and manage correspondence, reports and documents
• organize and coordinate meetings, conferences, travel arrangements
• take,type and distribute minutes of meetings
• implement and maintain office systems
• maintain schedules and calendars
• arrange and confirm appointments
• organize internal and external events
• handle incoming emails, mail and other material
• set up and maintain document management systems
• set up work procedures
• collate information
• maintain databases
• communicate verbally and in writing to answer inquiries and provide information
• liaison with internal and external contacts
• coordinate the flow of information both internally and externally
• operate office equipment
• manage office supplies

Education and Experience

• relevant training or qualification
• knowledge and experience of relevant software applications including spreadsheets and database management
• knowledge of administrative and clerical procedures
• knowledge of business principles
• proficient in spelling, punctuation, grammar and other English language skills
• proven experience of producing correspondence and documents
• proven experience in information and communication management
• required typing speed

Key Competencies

• verbal and written communication skills
• attention to detail
• confidentiality
• planning and organizing
• time management
• interpersonal skills
• customer-service orientation
• reliability
• stress tolerance

Use this job description to write a professional secretary resume

Get help with writing your resume. Use the sample secretary resume  to write a well-structured resume. Use this secretary job description to include all relevant details in your resume.

Prepare a winning cover letter using the sample secretary cover letter

What are the skills and qualities of a good secretary?

Employers have identified these top 5 skills as essential to secretarial job success.

• excellent communication skills including the ability to listen properly in order to clearly understand and to express oneself in a professional and effective manner. Good written communication skills include using appropriate grammar and vocabulary and organizing information in a clear format.
• work management skills including efficient planning and scheduling of work tasks and the ability to prioritize and meet deadlines
• i nitiative and self-management including being proactive and solving problems without being asked
• accuracy and attention to detail including close checking and monitoring of all work tasks and processes
• commitment to maintaining confidentiality and adhering to company ethical norms

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Use this secretary job description to submit a winning secretary job application

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SECRETARY INTERVIEWS

Key Interview Questions & Answers

Secretary Interview Tips

Questions to Ask the Interviewer

The fundamental knowledge, skills and key competencies required will stay constant for most secretary jobs. Use this secretary job description to clearly understand the essential secretarial function.

Latest Update - Secretary Salary

Indeed.com reports the average salary for secretary job postings on the site in the United States is $33,328 as of March 2023.

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7 Financial Secretary Resume Examples for 2024

Building a good resume for a financial secretary role can get you noticed. This article will give you examples of strong, proven resumes. You’ll also get tips from hiring managers on what to include and how to write it. Follow this advice to make your resume stand out in a crowded job market.

• 03 Sep 2024 - 5 new sections, including 'Place your education right', added
• 03 Sep 2024 - 5 new resume templates, including Transitioning to Financial Secretary, added
• 01 Sep 2024 - Article published

  Next update scheduled for 11 Sep 2024

Here's what we see in the best financial secretary resumes:

Impact In Numbers : Show your impact with numbers. For example, reduced processing time by 20% , increased budget accuracy by 15% , cut operational costs by 10% , and handled 500+ transactions monthly .

Relevant Skills : Include skills on your resume that you have and are mentioned on the job description. Some popular ones are Excel , QuickBooks , budget management , financial reporting , and bank reconciliation . But don't include all of them, choose the ones you have and are mentioned in the JD.

Data Proficiency : Emphasize your data proficiency. For instance, highlight data analysis or financial forecasting . It shows you can handle large amounts of financial information.

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helpful blue / but not serious Here's a short quick tip / warning for people to include. Here's a short quick tip / warning for people to include. Here's a short quick tip / warning for people to include. Here's a short quick tip / warning for people to include. Here's a short quick tip / warning for people to include. Here's a short quick tip / warning for people to include. Here's a short quick tip / warning for people to include.

Financial Secretary Resume Sample

Find out how good your resume is.

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Get instant feedback on your resume

Want to know if your resume stands out for financial secretary roles? Our resume scoring tool gives you a clear picture of where you excel and where you can improve. It evaluates your resume based on key criteria that hiring managers in finance look for.

Upload your resume now for an unbiased assessment. You'll get a score and specific feedback to help make your application stronger. This tool simulates how a recruiter views your resume, giving you valuable insights to boost your job search.

Place your education right

When creating your resume as a financial secretary, the correct placement of your education section is vital. If you recently finished a degree or certification relevant to accounting or finance, consider listing your education before your experience. This quickly informs employers of your current qualifications and dedication to the field.

For those with solid work experience as a financial secretary, your practical skills take the front seat. In this case, ensure your experience is listed first, followed by your education. Your hands-on knowledge in managing finances will show your capability more than your degree might.

Relevant skills to highlight

Detail your skills in account management and reconciliation. Expertise in handling financial records is crucial for a financial secretary.

Mention your ability to prepare financial reports and budgets. These are key tasks that show you can support a business’s financial operations effectively.

Senior Financial Secretary Resume Sample

Ideal resume length.

As someone who is writing a resume for a financial secretary role, your resume should be concise and to the point. If you have less than 10 years of experience, aim for a single page. This allows you to show your most relevant skills and work history without overwhelming the hiring manager with too much information.

For those with more experience, especially roles that show your skills in managing finances or secretarial duties at a higher level, two pages are acceptable. This gives you space to detail your career progression and notable accomplishments. Remember, clarity is key, so prioritize information that is directly relevant to the financial secretary role, like a strong history with financial software or office management. Ensure your most compelling information falls on the first page, as hiring managers may only briefly scan the second page.

Junior Financial Secretary Resume Sample

Key industry certifications.

Pursue certifications like Certified Public Accountant (CPA) or Certified Financial Planner (CFP). These show your commitment and knowledge in financial management.

Include any training on financial software such as QuickBooks or Excel. Competence in these tools is highly valued and relevant for financial secretary positions.

Financial Secretary with CPA Specialization Resume Sample

Transitioning to financial secretary resume sample.

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