Executive Secretary

Oakland County•Waterford, MI

7h•$60,057 - $80,464•Onsite

About The Position

This position is onsite. Are you a highly organized professional who thrives in a fast-paced, executive-level environment? We are seeking an experienced executive support professional to provide high-level administrative support to senior leadership. The ideal candidate will have experience managing executive calendars, coordinating complex schedules, preparing executive correspondence, handling confidential information, and serving as a liaison with internal and external stakeholders.

Requirements

Be a high school graduate or have a certificate of successful completion of the General Educational Development (GED) Test.
Have had four (4) years of full‑time clerical experience.
Ability to communicate to accurately convey information using tact and diplomacy.
Ability to prepare various reports and correspondence.

Nice To Haves

Considerable proficiency in software applications such as Microsoft Windows and Office Suite applications.
Considerable knowledge of modern office practices and procedures.
Considerable knowledge of networked computer processes and Internet resources as applied to department operations.
Considerable skill in customer service and ability to communicate with the general public.
Considerable ability to follow oral and written instructions.
Considerable ability to make routine decisions in accordance with established policies and procedures.
Considerable ability and skill to recognize and correct departures from routine departmental practices and procedures.
Considerable ability and skill in initiating improvements in departmental practices and procedures.
Considerable knowledge of grammar, spelling, and punctuation.
Reasonable skill in taking and transcribing verbatim dictation.
Reasonable ability to perform standardized computations
Reasonable ability to utilize current word processing, spreadsheet, database, e-mail, and Internet software.

Responsibilities

Manage complex calendars, schedule meetings, and attend meetings as needed to document key discussions and action items
Screen calls, inquiries, and correspondence, directing matters to appropriate parties and ensuring timely follow-up
Maintain and organize both electronic and paper filing systems related to human resources, budgets, reports, and departmental operations
Assist with administrative functions related to operating budgets, reporting, and internal procedures
Identify and address discrepancies that deviate from established administrative policies and procedures
Utilize Microsoft Office and department-specific systems to produce high-quality documents and reports
Acts as confidential secretary to administrators and performs the following types of duties: screens the public to determine the nature of requests or problems, schedules appointments, takes messages, refers clients to proper parties, and performs related public relations activities.
Composes general letters and memoranda from rough drafts or general instructions, involving the assembly of data from various records and files.
Takes and transcribes dictation received from one or more persons involving general correspondence, departmental memoranda, e-mail, reports, standard office records, special and annual reports, legal documents, and other matters related to departmental operations.
Supervises and/or assists in the preparation and maintenance of departmental accounting, human resources, payroll, or other related documents and records.
Answers general inquiries regarding policies or procedures by providing information requiring general interpretations and familiarity with departmental operations.
Formulates, recommends and, on approval, implements procedural changes in office clerical operations and/or certain departmental administrative procedures.
Selects and/or gathers specific information or desired materials from other individuals and employees as needed for effective department administration, as requested by supervisor or according to departmental procedures.
Participates in the preparation of budget documents and the maintenance of related forms and paperwork.
Sends, routes, relays, or refers information, special forms, or documents to proper persons or departments.
Sets up files and prepares classified material for filing or identification, using computer systems or standard paper files.
Reviews and verifies documents, general reports and records for accuracy and conformance to policies, rules, and procedures.
Utilizes current county-wide and/or department specific software to complete assignments.
May receive and review a large number of documents and computer files.
Files forms, records, correspondence, or other material following the accepted filing method (alphabetical, numerical, chronological).
Using a personal computer, may search and retrieve records, input data, and compare to source documents to detect errors or omissions.
Corrects as necessary for complete accuracy.