Executive Secretary- Youth Development and Family & Community Engagement

Newport News Public Schools • Newport News, VA

3d

About The Position

Position is responsible for providing administrative and secretarial support to the Executive Director/Director. This role involves a variety of administrative and secretarial support activities, including composing correspondence, responding to inquiries, summarizing reports, and resolving problems within the scope of the position. The Executive Secretary will also prepare minutes, notices, manuals, agendas, and correspondence, requiring specialized knowledge of the assigned function. Additionally, the role includes researching, summarizing, and analyzing information for reports, maintaining and tracking departmental budgets, and serving as a liaison to various stakeholders. The position requires planning and arranging conferences/meetings, preparing documents from drafts, managing calendars, and arranging travel. The role also models non-discriminatory practices.

Requirements

• Completion of high school and preferably business school training or completion of two years of college, or any equivalent combination of experience and training.
• Must possess knowledge of executive level support service management and be able to work under minimal supervision.
• Must have ability to exercise professional decorum.
• Must possess excellent typing and strong editing skills, including punctuation, grammar, and spelling.
• Must possess excellent organizational skills and the ability to handle details accurately.
• Ability to work effectively and maintain composure under pressure of short deadlines.
• Ability to complete routine memos and letters from general instructions.
• Proficient in filing and documentation management, electronic and paper-based.
• Ability to take accurate detailed notes while in meetings and transcribe to electronic formats.
• Proficient keyboarding and computer skills with Internet browsers, Microsoft Word, Excel, Access, and Power Point programs.
• Must possess the ability to establish and maintain effective working relationships.

Responsibilities

• Performs a variety of administrative and/or secretarial support activities for supervisor and assigned staff such as composing replies to correspondence on own initiative, responding to inquiries from a variety of sources, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.
• Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation, requiring application of a specialized knowledge of the assigned function.
• Researches, summarizes and analyzes information; and compiles data to prepare special and recurring reports containing specialized or sensitive information following general direction or supervisor or assigned staff; selects relevant information from a variety of sources.
• Maintains and tracks budgets for department; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor or assigned staff.
• Serves as liaison to employees, customers, outside agencies and the public concerning departmental information or complaints.
• Opens and reviews all incoming mail; answers inquiries and composes correspondence on own initiative on general matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
• Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department work procedure and operations.
• Plans and arranges conferences or meetings under general instructions from supervisor or assigned staff; communicates arrangements to appropriate individuals.
• Prepares correspondence, reports or other documents from rough draft, notes, or tapes; corrects grammar, spelling and punctuation errors; edits wording without changing intended message.
• Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
• Performs other such duties as may be required.
• Models non-discriminatory practices in activities.

What This Job Offers

• Career Level: Executive
• Education Level: High school or GED