Some or all of the following can be offered as Executive or Administrative Support:
Priorities
- Relieve management of administrative detail, all projects
- Coordinate work flow
- Update and chase delegated tasks to ensure progress to deadlines
- Take initiative in manager’s absence
- Keep projects on schedule
- Maintain procedures manual to ensure consistent performance of routines
Communication
- Compose correspondence/reports for own or manager’s signature
- Arrange essential mail in priority action order for boss
- Check deadlines on incoming requests and put preliminary work in play
- Process replies on own initiative or from bosses’ dictation or notes
- Research, draft or abstract reports
Phone
- Handle all inquiries within my capacity
- Arrange “callbacks” to protect boss’s time
- Provide back-up materials for callbacks
- Route calls elsewhere as needed
- Do phone surveys/inquiries as needed
Appointments/Meetings
- Prepare agenda in advance
- Arrange meeting facilities
- Act as recording secretary; prepare action minutes
Confidentiality
- Perform to earn full confidence
- Assure discreet handling of all business
Visitors
- Screen to control interruptions
- Provide back-up data as needed
- Arrange amenities as needed
Travel
- Arrange travel through internal or outside agents
- Arrange travel cash in advance
- Prepare itinerary, trip file and supplies
- Prepare expense report tools for boss
- Complete expense reports after trip
Routines
- Update secretarial/clerical desk manual
- Routinely re-order department supplies
- Update mail/phone directories
Projects
- Handle administrative detail, all projects
Supervision
- As required, recruit, hire, train and supervise part-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff
