The Executive Secretary reports directly to the Sr. Vice President of Manufacturing. Provides confidential support and performs, under limited supervision, complex administrative and secretarial support governed by broad instructions, objectives, and policies involving frequently changing conditions. Also provides support as needed for the Vice President of Procurement/Contract Sales and the Vice President of Manufacturing.
Essential Duties and Responsibilities:
Perform complex office duties, organizing, developing and implementing procedures for executing various administrative assignments.
Review and process incoming and interoffice correspondence; prepare outgoing/interoffice correspondence as needed.
Compile daily scorecard report.
Arrange, organize, and schedule meetings, appointments, and travel arrangements for Sr. Vice President and others as requested. Initiate video and phone conferencing. Prepare agenda/handouts for meetings as needed. Arrange for catering as needed.
Establish and maintain administrative files and records. Order any supplies as needed.
Complete special projects and reports as assigned.
Prepare expense reports and accounts payable requests
Respond appropriately to all incoming calls.
Provide support for other secretarial positions as needed.
Minimum two years business school and three years secretarial experience, or high school graduate and five years secretarial experience. Ability to work independently, exercise judgment and discretion in daily procedures, maintain a high level of confidentiality, solve problems effectively and make decisions in matters requiring an immediate response, subject to supervisor’s approval. Routine contact with all levels of executive secretarial staff, as well as all levels of executive and high level management. Strong organizational, planning and communication skills; ability to utilize time efficiently and effectively. Team player.