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    Duška Rodić
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    This document outlines the job description for an Executive Assistant position. The Executive Assistant will provide secretarial, clerical, and administrative support to executive staff. Key responsibilities include typing documents, answering phones, scheduling appointments, taking meeting minutes, maintaining files and records, and ensuring effective communication between staff. Qualifications for the role include a high school diploma, 3-5 years of secretarial experience including 2 years as an executive assistant, strong computer and communication skills, and the ability to work independently.

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    Executive Assistant

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    This document outlines the job description for an Executive Assistant position. The Executive Assistant will provide secretarial, clerical, and administrative support to executive staff. Key responsibilities include typing documents, answering phones, scheduling appointments, taking meeting minutes, maintaining files and records, and ensuring effective communication between staff. Qualifications for the role include a high school diploma, 3-5 years of secretarial experience including 2 years as an executive assistant, strong computer and communication skills, and the ability to work independently.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOC, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    Download as doc, pdf, or txt
    60 views5 pages

    Position Description: Company Name

    Uploaded by

    Duška Rodić
    This document outlines the job description for an Executive Assistant position. The Executive Assistant will provide secretarial, clerical, and administrative support to executive staff. Key responsibilities include typing documents, answering phones, scheduling appointments, taking meeting minutes, maintaining files and records, and ensuring effective communication between staff. Qualifications for the role include a high school diploma, 3-5 years of secretarial experience including 2 years as an executive assistant, strong computer and communication skills, and the ability to work independently.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOC, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    Download as doc, pdf, or txt
    of 5

    Company Name POSITION DESCRIPTION

    POSITION TITLE: CLASSIFICATION:

    Executive Assistant

    DEPARTMENT: APPROVED BY:

    Administration

    REPORTING RELATIONSHIPS
    POSITION REPORTS TO: POSITIONS SUPERVISED:

    POSITION PURPOSE
    Responsible for providing secretarial and clerical support to the executive staff. Types and assembles letters, memos, and reports. Answers questions and directs telephone calls and visitors. Prepares documents and assembles and maintains statistical data. Records and distributes minutes from Board and management meetings. Performs and oversees specific projects and programs as assigned.

    ESSENTIAL FUNCTIONS AND BASIC DUTIES


    1. Assumes responsibility for the effective performance of all assigned secretarial and clerical functions. a. b. c. d. e. f. g. Receives and screens visitors and telephone calls and either notifies staff members or records and relays messages. Conducts visitors to proper offices and announces them. Schedules appointments. Types and assembles a variety of documents including memos, letters, and reports. Transcribes dictaphone recordings. Composes and edits correspondence for executive staff. Files correspondence, memos, records, and reports. Maintains files. Sorts and distributes incoming mail to appropriate executives. Communicates with members of the Board regarding dates, locations, and times of Board and committee meetings.

    Revision Date:

    Executive Assistant

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    2.

    Assumes responsibility for preparing and maintaining assigned records and reports. a. b. c. d. e. f. Assembles, tabulates, calculates, and maintains financial and statistical data on a regular and special basis. Prepares documents as assigned. Assembles internal reports submitted to Board of Directors and committees. Drafts minutes from notes and submits to management for revision and final approval. Maintains policy manuals, federal guides, and other library reference material. Coordinates the distribution of the Annual Report.

    3.

    Assumes responsibility for maintaining effective business relations with customers and external contacts. a. b. Resolves customer requests, complaints, and problems or refers them appropriately. Promotes goodwill and conveys a positive image of the Company.

    4.

    Assumes responsibility for establishing and maintaining effective working relationships with area staff and with management. a. b. Assists other secretaries and area personnel as needed. Keeps management informed of area activities and of any significant problems.

    5.

    Assumes responsibility for related duties as required or assigned. a. b. c. Performs miscellaneous clerical and stenographic tasks. Performs special operations and manages special projects as assigned. Ensures that work area is clean, secure, and well maintained.

    PERFORMANCE MEASUREMENTS
    1. 2. 3. 4. 5. Typing is accurate, neat, and promptly completed. Customer and staff inquiries are courteously attended to. Good business relations exist with customers. Telephone calls and visitors are courteously received. Documents and reports are accurately produced and up-to-date. Files are well-maintained. Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed.

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    6.

    A professional image is projected and maintained.

    Revision Date:

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    QUALIFICATIONS
    EDUCATION/CERTIFICATION : REQUIRED KNOWLEDGE : EXPERIENCE REQUIRED:

    High school graduate or equivalent. Some college preferred. Knowledge of word processing and spreadsheet applications. Three to five years of secretarial experience, with at least two years as an executive secretary. Proficient typing skills. Able to perform dictation and transcription tasks. Ability to operate a ten key. Good interpersonal and public relations skills. Solid analytical, creative, and problem-solving abilities. Project management skills and well organized. Able to work well independently.

    SKILLS/ABILITIES:

    PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION


    FINGER DEXTERITY: TALKING: AVERAGE HEARING : REPETITIVE MOTION : AVERAGE VISUAL ABILITIES: PHYSICAL STRENGTH:

    Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together. Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly. Able to hear average or normal conversations and receive ordinary information. Movements frequently and regularly required using the wrists, hands, and/or fingers. Average, ordinary, visual acuity necessary to prepare or inspect documents or products, or operate machinery. Sedentary work; sitting most of the time. Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.)

    WORKING CONDITIONS
    NONE:

    No hazardous or significantly unpleasant conditions (such as in a typical office).

    MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION


    REASONING ABILITY:

    Ability to deal with a variety of variables under only limited standardization. Able to interpret various instructions. Ability to perform basic math skills, use decimals to compute ratios and percents, and to draw and interpret graphs.

    MATHEMATICS ABILITY:

    Revision Date:

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    LANGUAGE ABILITY:

    Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias. Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar. Ability to communicate distinctly with appropriate pauses and emphasis, correct pronunciation (or sign equivalent), and variation in word order using present, perfect, and future tenses. INTENT AND FUNCTION OF JOB DESCRIPTIONS

    Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well constructed job descriptions are an integral part of any effective compensation system. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an atwill employer. Employees can be terminated for any reason not prohibited by law.

    Revision Date:

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