Assistant, Executive Administration

The Will-Burt Company•Vero Beach, FL

55d

About The Position

Schedules appointments, gives information to callers, takes dictation, and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. · Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. · Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer, or transcribes from voice recordings. · Composes and types routine correspondence. · Organizes and maintains file system, and files correspondence and other records. · Answers and screens manager's telephone calls, and arranges conference calls. · Coordinates manager's schedule and makes appointments. · Greets scheduled visitors and conducts to appropriate area or person. · Arranges and coordinates travel schedules and reservations. · Conducts research, and compiles and types statistical reports. · Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings. · Makes copies of correspondence or other printed materials. · Prepares outgoing mail and correspondence, including e-mail and faxes. · Orders and maintains supplies, and arranges for equipment maintenance. · Assists with other clerical duties, including order entry, freight, and invoicing when needed. · Other duties may be assigned.

Requirements

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.

Responsibilities

Reads and routes incoming mail.
Locates and attaches appropriate file to correspondence to be answered by employer.
Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer, or transcribes from voice recordings.
Composes and types routine correspondence.
Organizes and maintains file system, and files correspondence and other records.
Answers and screens manager's telephone calls, and arranges conference calls.
Coordinates manager's schedule and makes appointments.
Greets scheduled visitors and conducts to appropriate area or person.
Arranges and coordinates travel schedules and reservations.
Conducts research, and compiles and types statistical reports.
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Makes copies of correspondence or other printed materials.
Prepares outgoing mail and correspondence, including e-mail and faxes.
Orders and maintains supplies, and arranges for equipment maintenance.
Assists with other clerical duties, including order entry, freight, and invoicing when needed.
Other duties may be assigned.