Payroll administration
C2 5JD.3
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TITLE: Executive Assistant Job Group Category: Nonexempt
General Summary
Works under the general direction of the President and/or Chairman of the Board, works independently, providing personal secretarial services and administrative assistance, exercising initiative and judgment on a regular basis.
Principal Duties and Responsibilities (*Essential functions)
1. *Takes and transcribes dictation involving standard business vocabulary on highly confidential company matters.
2. *Types correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.
3. *Establishes, maintains, and when necessary, revises supervisor’s files.
4. *Screens telephone calls and visitors, ascertaining who can be redirected to subordinate management. Provides information to callers, including board members and key external sources, which requires comprehensive knowledge of company policies, practices, and operations.
5. *Performs broad range of administrative details of highly confidential nature on regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on costs.
6. *Prepares variety of highly confidential, specialized, and recurrent reports, such as financial data, summaries on proposed acquisitions, salary recommendations on corporate officers for board review, etc.
7. *Maintains manager’s calendar, regularly arranging meetings, conferences, and appointments without clearance. Arranges hotel and travel accommodations for frequent, extended trips.
8. Opens and reviews all mail directed to manager. Composes responses to routine inquiries, delegates items to subordinate managers, and forwards appropriate items to the president / chairman.
9. Follows up on all assignments delegated to subordinate managers as to status, completion, etc.
10. Assigns work to one or two other clerical/secretarial employees to assist with routine duties.
Job Specifications
1. Work requires written communication skill to compose routine letters and to edit and proof business correspondence and reports.
2. Work requires ability to type accurately and efficiently from rough draft and machine transcription or personal dictation, involving standard business vocabulary or limited range of specialized, recurrent terminology, using common word processing programs.
Job Descriptions
C2 5JD.4
© WorldatWork. All rights reserved.
3. Work requires an in-depth understanding of overall company operations, its policies and procedures as well as oral communication skill to regularly assume broad variety of moderately complex administrative details, having moderate impact on costs, such as arranging meetings without clearance, assembling reports containing confidential and sensitive information, and responding to questions or requests of important callers.
4. Requires analytical ability necessary to handle moderately complex administrative details, such as preparing special, nonrecurring reports by combining confidential data from several sources, scheduling and planning work of others, and anticipating secretarial/administrative needs of the president. These worker characteristics are normally acquired through completion of high school education, which included a two-year vocational office education program, four years of secretarial experience, including at least two years of related company experience, plus six months on-the-job training.
5. Typing data entry and proofing requires ability to read and concentrate for up to 25% of work time.
6. Generally sedentary work, but may require standing and walking for up to 10% of work time.
Working Conditions
Working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc.
Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
Approvals:
Line or Staff Management Date Human Resources Date
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Job Descriptions