Position Summary

The position of executive secretary consists of providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Answer and direct phone calls to appropriate parties or take messages; create a voicemail specifying business hours (ex. Monday through Saturday from 7am to 5pm)

• Schedule meeting for Sales Representatives

• Follow up with clients the next business day to provide customer’s service.

• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

• File and retrieve corporate documents, records, and reports.

• Greet visitors and determine whether they should be given access to specific individuals; provide the paperwork to applicants and conduct the hiring process

• Onboard new hires in the company, add them in the database, archive hiring paperwork.

• Perform Orientations for new hires.

• Create a company email and a Facebook profile for daily advertising of services of the company and recruitment

• Open, sort, and distribute incoming correspondence, calls and email;

• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.

• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• A high school diploma or equivalent.
• Ability to give full attention to what other people are saying, and to actively look for ways to help people;
• Organizing Skills
• Multitask
• Ability to adjust actions in relation to others' actions, and to manage one's own time and the time of others.

Competencies (in order of importance)

• Integrity — Job requires being honest and ethical.

• Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.

• Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.

• Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

• Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

Working conditions

· Full-Time position working from Monday -Friday and every other Saturday