Executive Secretary

Regular

Non-Exempt

GENERAL DESCRIPTION

The Executive Secretary is responsible for supporting and managing administrative processes in the assigned department, in accordance with established company guidelines, policies, and procedures.

ESSENTIAL FUNCTIONS

• Answers, makes, and forwards telephone calls within the department.

• Attends to customer visits received in the department.

• Drafts and reviews written communications and/or presentations as requested.

• Maintains inventory of materials in the area and prepares requisitions for additional purchases.

• Organizes and manages the supervisor’s schedule, including coordinating meetings, activities, interviews, and appointments.

• Prepares meeting minutes and shares them with area management for review and revision. These documents include action items to be completed before the next meeting and follow-up on pending tasks.

• Creates, manages, and maintains confidential files.

• Assists in processing invoices, checks, purchase orders, and claims.

• Provides administrative support to the CEO’s Office as a priority when required.

• May be temporarily reassigned to another role within the company based on operational needs.

ADDITIONAL FUNCTIONS

• Complies fully and consistently with company standards, policies, procedures, and local and federal laws applicable to our industry, business, code of conduct, and employment practices.

• May perform other duties and responsibilities as assigned, in accordance with the education and experience requirements contained in this document.

MINIMUM QUALIFICATIONS

Education and Experience: Bachelor’s degree in Office Systems and/or Secretarial Science, preferred. At least three (3) years of experience performing administrative duties in a similar position.

Certifications/Licenses: N/A

“Proven experience may be replaced by previously established requirements.”

Other: N/A

Languages:

English – Advanced (writing, conversation, and comprehension)

Spanish – Advanced (writing, conversation, and comprehension)

“We are an Equal Employment Opportunity Employer and take Affirmative Action to recruit Protected Veterans and Individuals with Disabilities.”