Executive Secretary

Human Learning Systems•Tucson, AZ

13d•Onsite

About The Position

The Executive Administrative Assistant position provides support for a U.S Department of Labor Job Corps contractor. The Job Corps program is a federally-funded residential training program. The mission of Job Corps is to provide career-ready technical and academic training and job placement assistance to program eligible youth ages 16-24.

Requirements

High School diploma or equivalent required.
A minimum of five years administrative experience required.
Valid state driver’s license
CPR/First Aid certifications

Nice To Haves

Advanced degrees preferred.
Degree or certification from an accredited or certified training program in clerical or administration preferred.

Responsibilities

Provide high-level administrative support to the Center Director’s Office.
Function as the Center’s lead administrative assistant and delegate and prioritize tasks among other clerical and administrative positions.
Conduct research, prepare statistical reports, and handle information requests.
Perform clerical functions such as maintaining required documentation, sorting/distributing mail, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Make travel arrangements as necessary.
Perform various administrative functions to relieve the Center Director of details.
Review and prepare answers to correspondence concerning all aspects of Center Operation.
Act as a representative of the Center Director in contact with students, staff, Department of Labor representatives, other government agencies, community organizations, other Centers, officials of HLS and other companies.
Manage supervisor’s calendar and independently schedule appointments.
Screen incoming calls and correspondence and respond independently when possible.
Prepare memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitor compliance.
Arrange programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
Take and transcribe dictation, and compose and prepare confidential correspondence, reports and other complex documents.
Arrange complex and detailed travel plans and itineraries, complex documents for travel related meetings, and accompany supervisor when requested.
Read and route incoming mail, locate and attach appropriate file to correspondence to be answered by supervisor.
Compose and type routine correspondence.
Organize and maintain file system, and file correspondence and other records.
Answer and screen supervisor’s telephone calls and arrange conference calls.
Coordinate supervisor’s schedule and make appointments.
Research, compile and type statistical reports.
Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
Make copies of correspondence or other printed materials.
Prepare outgoing mail and correspondence, including e-mail and faxes.
Order and maintain supplies, and arrange for equipment maintenance.
Operate office machines such as computer, typewriter, adding, calculating, fax and duplicating machines.
Ensure timely submission, logging and tracking of all Center contract deliverables, requests, reports and correspondence.
Draft, write and proof correspondence.
Responsible for the quality of internal/external communications with the Corporate Office, Department of Labor and outside organizations.
Maintain Job Corps/Company systems and libraries.
Prepare, coordinate and distribute Center’s weekly newsletter, working with Center staff to obtain newsletter articles and center highlights.
Prepare and distribute meeting minutes.
Provide administrative support to other departments and provide training to other clerical staff as needed.