ADMINISTRATIVE SECRETARY


JOB DESCRIPTION



• Provides highly sensitive support; making high-level contacts of a sensitive, complex, and confidential nature both inside and outside the company.
• Performs executive secretarial and general administrative duties as required by the daily operations.
• Coordinates office activities and schedules; develops and recommends office procedures and systems; and ensures smooth office operations.
• Researches and analyzes administrative and other small projects, especially involving preparations for management meetings.
• Processes payment invoices and researches invoice discrepancies.
• Provides follow-up to assignments given to the management staff.
• Receives and screens communications, including telephone calls and email messages, and provides assistance using independent judgment to determine the communications requiring priority attention.
• Makes travel arrangements to the executive, senior managers, and outside consultants and arranges meetings and conferences.
• Maintains appointment schedules for the executive and the senior managers and arranges use of conference rooms and outside facilities.
• Order office supplies, answer telephones, copies, collates, files, and scheduling as necessary.
• Prepare agendas for meetings; arrange meetings at various facilities, act as recording secretary, prepare minutes.
• Meet and greet clients and visitors.
• Provide office orientation for new employees.
• Oversee smooth operation of facility for all employees.
• Assist with various training schedules
• Ensure smooth reverse invoice approval process and maintain financial log.
• Prepare overtime and PTO reports for the company
• Assist and support President by carrying out administrative and secretarial assignments, including word processing, typing of letters, memos, forms, policies and procedures.
• Take and transcribes dictation and composes Board minutes.
• Prepares confidential correspondence and reports and responds to external correspondence.
• Manages the CEO’s and Presidents calendar and schedules appointments.
• Provide administrative support including telephone coverage, copier projects, mail handling, supplies control, and necessary communications internally and externally.
• Prepare and process $1.00 million corporate payroll.
• Coordinate travel arrangements.
• Organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information and invitations.
• Manage executive office and corporate records, including record retention and personnel files.
• Oversee maintenance of employee benefit files and updating of employee payroll records.
• Maintain petty cash.
• Schedule company-wide use of conference rooms.
• Benefit processing: new employees, benefit enrollments, COBRA, terminations, 401k, disability claims and workers compensation claims.
• Type and distribute Strategic Plan to all managers yearly.
• Maintain master copy of company policy and procedure manual and insure all copies are updated.
• Insure all personnel evaluations are completed on a timely basis.
• Sort and distribute mail.
• Attended Corporate Board Meetings, Executive Management meetings.
• Prepare handouts and material for Board meetings.
• Prepare bills for payment, using Quick Book soft wares.
• Coordinate meetings for Officers of Corporation.
• Screen and answer telephone calls.
• Professional contact with Administrative staff of all patrons
• Answer correspondence.
• Assisted in Customer Service area on telephone with customers and researching orders.

 

SKILLS REQUIRED Dictation and transcription. Proficient MS Office Suite (Word, Excel, PowerPoint), Outlook, Lotus Notes, Internet Research & Visio.

 

 

 

 

License by the New York Department of State Division of Licensing Services.