Executive Assistant

JOB PURPOSE:

To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility.

KEY ACCOUNTABILITIES:

Correspondence and Documentation

• Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms as required by the team
• Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports. Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to relevant team member
• Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records
• Assists in creating and revising forms; proposes procedures, formats, and standards for office correspondence
• Reviews and evaluates applications, petitions, contracts, or other documents to determine if prescribed requirements are met for acceptance or approval

Visitors and Incoming Calls

• Receives and screens visitors and telephone calls, takes messages, schedules appointments for the team and provides information to callers requiring knowledge of agency's operation, and the interpretation and application of policies and procedures

Meetings

• Makes scheduling commitments for the team for meetings, conferences and speeches and assembles related necessary materials
• Schedules and arranges meetings and conferences for the team and notifies interested parties; makes travel reservations as needed
• Takes minutes or recordings of meetings for distribution to meeting participants

Proofreading and Editing

• Proofreads and corrects prepared materials for correct grammar, format, completeness, and content

Information Recording and Archiving

• Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control
• Enters, retrieves, updates, verifies, and deletes information from electronic files
• Locates and reviews pertinent information from files, documents, newspapers, and other sources; and prepares a summary of content for professional(s) and/or management staff

Office Supplies

• Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels in order to ensure that inventory stocks meet demand

Allocation of Work

• Serves as liaison between management and staff by overseeing the work of office support staff in the unit, transmitting information, explaining appropriate work instructions, and following up on assignments

Operational Efficiency

• Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipment

Safety, Quality & Environment

• Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment

Related Assignments

• Performs other related duties or assignments as directed

AUTHORITY/ DECISION MAKING:

• Works independently within clearly defined policies and objectives
• Keeps manager updated and recommends improvements as required
• Establishes the work plan, determines the priorities in consultation with manager and works out the processes needed to achieve objectives

QUALIFICATIONS & SKILLS:

Minimum Qualifications:

• High School Completion

Minimum Experience:

• Four years of administrative support experience including two years equivalent to experienced administrative support work or equivalent to a Secretary Level 2

Skills:

• Knowledge of office practices, procedures, and computer software programs
• Knowledge of correct English usage and grammar
• Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets