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7 Secretary Resume Examples That Got the Job in 2024

Best for senior and mid-level candidates

There’s plenty of room in our elegant resume template to add your professional experience while impressing recruiters with a sleek design.

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Like this template? Customize this resume and make it your own with the help of our Al-powered suggestions, accent colors, and modern fonts.

Secretary Resume

• Secretary Resume by Experience
• Medical Secretary Resumes by Role
• Other Secretary Resumes by Role

Brianna scratched her head as she compared the job requirements against her list of skills. After the amazing news that her younger brother was about to become a dad, she was inspired to make a few moves in her own life—and that meant advancing her career! She’d always wanted to be the notorious auntie who spoiled the little ones. But how could she build a resume successfully and advance to a secretary job with all the benefits she needed?

A quick search later, Brianna was browsing our secretary resume examples and learning how to format a resume for success. Afterward, she realized she could translate experiences and skills from prior roles as a bank teller and a teacher’s assistant even more clearly if she tied things together by writing an effective cover letter .

Browse our resources yourself, and you could be next in line for a secretary interview like Brianna!

or download as PDF

Why this resume works

• Even just a rough estimate of numbers is better than words alone! You can always offer a further explanation during an interview.
• Give a short summary of your specializations if you’ve had a least 10 years in the industry, but if you’re entry-level, consider using a  resume objective  instead.
• Let the employer know what you’re looking for in your next job and what you can offer. 
• You should not be humble here. Your goal is to showcase your  resume skills  and value within the context of your work experience bullet points.

Entry-Level Secretary Resume

• If you have no experience in your field, getting your foot in the door can be challenging. Your secretary cover letter and resume can still do an excellent job of delineating your communication and your ability to manage time well.
• Use an objective if you have little or no experience to promote what you can offer in a nutshell.
• Remember to customize your objective to each position’s  job description  and always mention the business by name.
• Many skills and job duties are transferrable from one job to the next, which might land you your next job. 
• Avoid using filler words. They don’t add value to your resume. Instead, focus on your job accomplishments or duties that utilized your skills.

Unit Secretary Resume

• For Amanda, the one thing that got her hired was her role in negotiating with vendors and introducing cost-efficient strategies that saw a 21% reduction in office supply expenses. Impressive, don’t you agree? Follow this example and impress recruiters.

Medical Secretary Resume

• For instance, the initiative to implement an appointment reminder system to decrease patient no-show rate by 26% is a win for the employer and patients. Emulate such a clever strategy to propel your medical secretary resume to the top of the stack.

Legal Secretary Resume

• Your resume should demonstrate your qualifications in every section. The hiring manager may only spend seconds looking at your legal secretary resume before deciding whether you will get a first-round interview. No matter what portion the manager reads, he or she should be convinced you have what it takes.
• Fill your work history with tasks that show how you’ve impacted and improved the time and workflow of attorneys. 
• Your resume should highlight your accomplishments in the form of quantitative measures. Numerical values do a fantastic job of demonstrating the positive impact you’ve had at your company.

School Secretary Resume

• School secretaries need to be organized and adaptable because they work with many students, not to mention their parents and the school staff—all of who have diverse needs.
• Your  resume summary  is a perfect place to demonstrate your best self within your career highlights; just remember that it’s strictly for the seasoned candidate (10+ years in a field).
• Use the reverse-chronological  resume format  to show how you’ve advanced in your responsibilities from the most recent role to the oldest. 
• The bullet points in your school secretary resume should be concise and related to the job duties of the position you’re seeking. This shows the business owner how valuable you’ll be to the team without making them pore over unnecessary information. 

Administrative Secretary Resume

• Flexibility and multi-tasking increase your value to the employer, so make sure your work experience emphasizes your efficiency and attention to detail. 
• If you’re struggling with  creating the perfect resume , we understand, and if you’d simply like to  improve your current resume , we’re here to help! 

Related resume guides

• Office Assistant
• Personal Assistant
• Virtual Assistant
• Executive Assistant

Secretary Resume PDF’s & Writing Guide

When you are seeking a job as a Secretary, our comprehensive Secretary resume sample may come in handy as a template to write up your own unique resume that will grab the attention of prospective hiring managers and recruiters.

Secretaries can work in a variety of industries and in small, medium, or large companies. How to create a resume into an interview-winning document, will be easier with our: How to Make a Resume Guideline for Secretary Roles?

What you can read in this article

Secretary Resume PDF Examples

(Free sample downloads are at the bottom of this page)

Secretary Resume Writing Guide

Resume sections.

1. Contact Information: Name, Address, Phone Number, Email. Be sure to include alternative contact channels, as well as your LinkedIn profile or Facebook URL details.

2. Profile Summary: This introduction to your resume must make an impact on the reader. Include a broad overview of your background, years of industry experience, and the industry sectors of interest (1-3 sentences max).

3. Qualifications Summary: Provide accurate details about the certifications and qualifications you have completed with the institution, qualification name, and dates. Remember to add qualifications you are currently completing too. For Secretary roles, a high school diploma is often the only requirement.

4. Relevant Secretarial Experience: Your resume should have no more than two pages, therefore limit your career history to the last ten years.

5. Other Employment Experience: This will consist of permanent work history outside of secretarial duties, but still in an administrative environment. Only elaborate on your or temporary and vocational jobs. With job duties, if you have less than five years of administrative experience. Otherwise, just list job title company and duration as to make sure there are no gaps in your employment history.

6. Skills Summary/Key Skills: Incorporates keywords and terminology from the job advertisement and align them your specific skill set. This adds much-needed report to your resume.

7. Licenses / Certifications / Relevant Coursework / Training: Start with post-school diplomas or certifications if applicable. List any professional development courses, workshops or programs you completed that better prepared you to work as a Secretary such as database management, calendar management, virtual filing systems, conflict resolution, crises management techniques, and office etiquette.

What to Highlight in a Secretary Resume

Recruiters and hiring managers will form an impression regarding your resume within 6 seconds. They often merely skim through resumes due to volumes of applications. It would be best if you highlight your most important ‘’value add’’ in your career summary (see our next accomplishment section) at the top of the first page to increase your visibility as a potential contender for the role.

Firstly, a secretary is responsible for the administrative, planning, and organizational duties involved in maintaining a business. They differ from office assistants because the scope of work is concentrated on work-related duties and servicing of more than one employee as opposed to personal assistants that perform work and personal tasks and is focused on providing service to one person. Provide brief information about the department you work in and how many staff members you provide secretarial duties too.

The second aspect is the type of Secretary that you are as there are several specialized secretarial roles evident nowadays. Secretaries may be categorized as follows:

General Secretary: Conducts a variety of clerical duties such as filing, typing, faxing and copying as well as screening and transferring calls of general departments like marketing, finance, logistics, human resources and so forth.

Legal Secretary: They work in a lawyers or attorney’s office or the legal department and would typically need additional legal qualifications and certifications to prepare briefs, legal documents, summonses, and contracts.

Corporate Secretary: High specialized role where the incumbent would communicate with board members and shareholders, ensure that company reports adhere to federal and state regulations and prepare high-level reports and correspondence for annual general meetings and also oversee company registrations and documentation related to mergers and acquisitions.

Medical Secretary: In this role, the secretary would provide clerical support to clinical staff and physicians. Knowledge of medical terminology and well as hospital administration terms and also health insurance terminology is needed for this role and secretaries would often complete post-school qualifications in the clinical administration field.

Next, you need to highlight is the scope or level of your role. Do you perform routine clerical work relating to filing, drafting letters, typing documents, and taking minutes? Are you also involved in scheduling meetings, managing calendars, handling email responses and queries on behalf of your department, and operate electronic mail systems to coordinate the flow of information? You may also be given added responsibility where your judgment and decision-making skills come into play if you are the ‘’gatekeeper’’ who screens callers, walk-in visitors or email requests (basically deciding who gets into contact or is allowed a face to face appointment with a manager or supervisor and who doesn’t).

*Cool Tip for a stellar resume

Take your resume to the next level by creating feature and benefit statements of your ‘’value add’’ in a Secretarial capacity.

All about Tools & Tech

Gone are the days of typewriters, little black books and post-it notes in the life of a secretary. If you are familiar with administrative software and digital tools, remember to highlight these in your resume

• Time Tracking: Time Doctor Asana, Basecamp, GitHub, Salesforce, Teamwork, Trello, Zendesk,
• File Sharing / Storage: Google Apps, Huddle, DropBox, 15Five, pCloud
• Social Media Management: Buffer, Meet Edgar, Canva, DrumUp, PostPlanner
• Scheduling: Doodle World Time Buddy, Float
• Meeting Software: EzTalks, Join.me, UberConference, Brosix
• Faxing: HelloFax, Gotofax
• Proofreading/Editing: Grammarly, ProWriter, Hemingway, White Smoke

Secretary Career Summary

Resume objectives are old-school. Prospective employers are not interested in your personal career goals; they want to know about core competencies, valuable skills, and significant accomplishments.

Keep your career summary brief and to the point. Think of it as a half-minute proposal for the job. They want to see instantly that you can handle multiple tasks simultaneously and provide excellent support services to managers, employees, and customers, do problem-solving and type up an accurate correspondence.

Start your career summary with your years of experience in the industry and one or two of the primary duties you performed. Use the purpose of the job (usually the first paragraph of a vacancy description) as your guide to creating a resonance between your resume and the job posting.

Secondly, include a sentence about, outstanding qualities you possess that will add value to the business department. A hiring manager would be interested to see if you have “strong clerical skills, are people orientated, have excellent multi-tasking abilities and that you are pro at handling difficult situations.” It’s important to note that these qualities should be proven with examples in the professional experience section to re-enforce your message.

Career Summary examples:

Summary example 1.

Qualified and dedicated secretarial professional with intricate knowledge of office management procedures. Proficient in the latest MS Office Suite and other office administration platforms. Holds a Certified Professional Assistant (CPA) qualification. Adept at servicing large business departments of up to 100 employees.

Summary Example 2

Highly dependable and industrious Legal Secretary with more than ten years of experience at highly acclaimed legal practices. Proven ability to compile complex legal documentation and summonses on behalf of the Managing Partners. Currently completing a Para-Legal diploma and proficient in short handwriting and audio transcribing software applications.

Summary Example 3

Enthusiastic and dynamic Secretary with four years of experience working for a private hospital. Excellent at coordinating patient appointments with doctor’s consulting room capacity and a pro at handling payment queries and health insurance claims. Currently pursuing a Project Management Professional (PMP) qualification.

Secretary Job Descriptions

A prospective employer would expect to see the specific foundational duties and skillsets within a Secretary’s resume. Herewith a few examples of noteworthy Secretary duties in various industrial environments.

A General Secretary to Middle/Senior Management may:

• Responsible for meeting and greeting clients, directing them to the appropriate boardrooms and organizing beverages
• Manage upload and update customer files
• Maintain filing system and categorize clients in alphabetical order and create associations to the relevant manager, business type and billing values
• The first point of contact for all incoming and outgoing mail as well as telephone inquiries
• Responsible for taking minutes during meetings and compile memo’s afterward for distribution to stakeholders
• Respond to queries and complaints on behalf of managers and senior employees
• Prepare relevant letters, proposals and company documentation according to pre-approved templates
• Accountable for all office equipment such as scanners, copiers, and printers
• Run errands and complete general clerical tasks like proofreading travel arrangements and calendar management for all departmental staff

A Corporate Secretary may:

• Implement record-keeping systems
• Write reports for the board and create agendas for annual shareholder meetings
• Responsible for corporate compliance of company documents like registrations, stockholder correspondence, proxy notifications, disclosure information, and contract addendums
• Keep updated with all state laws, security and exchange commission regulations and federal legislation regarding directing company business conduct
• Prepare and plan for quarterly board meetings and taking minutes at these board meetings as well as the annual shareholder’s meeting
• Advise the board of directors regarding their roles and responsibilities relevant to corporate governance
• Responsible for orientation, education, and training of new directors, and preparing relevant documentation packs for the audit committees

A Medical Secretary may:

• Screen incoming calls and take messages on behalf of physicians and healthcare administrators
• Schedule patient appointments with doctors, radiology, and sonar departments
• Managing calendars of physicians, physiotherapists, and surgeons
• Write referral letters to be approved by physicians to other health care providers and administer logistics around, CT Scans, MRI’s, X-rays, lab tests and physical therapy sessions
• Prepare medical reports and summaries according to patient histories, operative notes, manuscripts and correspondence
• Maintain patient records and organize appropriate filing systems
• Responsible for direct patient and insurance provider billing, monitoring accounts receivables, initiating collection calls, and notifications

A Legal Secretary may:

• Write, record, transcribe and proofread legal documentation
• Responsible for filing, organizing, scanning, copying and faxing legal documents
• Schedule hearings, court depositions, and client meetings
• Make travel arrangements for managing partners, attorneys, and investigators
• Process invoices from vendors and suppliers
• File documents with the court according to hearing deadlines
• Liaise directly with attorneys, administrative personnel, courtroom staff members, clients, expert witnesses, and commercial vendors.
• Train new paralegals regarding the protocols surrounding filing and submitting courtroom documents

Highlight Your Accomplishments

The achievement and accomplishment section is paramount to making it to the shortlisting pile of applications. You may either choose to include your accomplishments in a separate section of your resume or sprinkle them into your job descriptions by adding one key ‘’wow’’ factor to every role you have had.

Your goal is to think about what sets you apart, what you are most proud of, or what you achieved in your previous roles. Don’t forget the numbers. Ask yourself, “How much?” “How many? How Fast? and How Often?” questions. Then incorporate these answers into your accomplishment statements as a measure of quantification.

Example Accomplishment Statements:

– Successfully designed and implemented a digital client information database and transferred over a 1000 client profiles from paper files to electronic data reducing information retrieval time by 80%

– Accurately monitored, uploaded and updated multiple business accounts with a zero error percentage achieved during the time employed by the company and created an automated notification system to congratulate clients on their birthdays and send well wishes during special holidays.

– Instrumental contributor to the office supply inventory system which standardized purchases and office equipment and furniture orders across all 15 of the branches resulting in bulk discounts between 15% and 20%.

Secretary Education Section

The education section forms a fundamental part of your resume, regardless of whether you have a degree or not. Nowadays, secretaries have access to numerous online courses, workshop events, and diplomas or certifications that allows for career development and training.

List your post-schooling education by indicating the commencement date and completion date for diplomas, associate degrees, and bachelor degrees (for courses, you can just list the date of completion). Next, comes the full name of the qualification, the institution, the city followed by the abbreviated state name. List your high school diploma details similarly, but only include this when you have less than five years of working experience.

Here are some examples of a Secretary Resume in terms of education:

2018 – Current Bachelor’s Degree in Business Administration, Biloa University, Online

2016 – Certified Office Assistant, International Association of Administrative Professionals (IAAP), Minneapolis. MI

2013 – Certified Associate in Project Management, Project Management Institute PMP), Dallas, TX

2010 – Certified Administrative Professional (CAP), International Association for Administrative Professionals (IAAP), Columbia, MO

2009 – Keyboarding and Word Processing Course, Microsoft Online

2008 – English for Business Course, Udemy, Online

2007 – Transcription Course, Central New Mexico Community College

The Secretary Resume Skills Section

The secretarial field requires specific hard (core) also called technical skills. However, employers also look for soft skills or personal skills. These are the personality traits or features that indicate to your fit as a Secretary. Make a point of including these into your summary and your accomplishment statements.

Technical Skills Examples

• Educational Attainment : Secretaries typically do not have to complete any degrees (apart from Corporate Secretaries where a bachelor is mandatory). With that said, any type of post-schooling qualifications will boost your chances of getting a job. Therefore, remember to list all the relevant in-house training, diplomas, short courses, or workshops you have completed.
• Technical Aptitude : Writing, Proofreading, Reporting, Screening Calls, Create Responses, Oral Communication, Time Management, Critical Thinking, Decision-making, Office Administration, Typing Speed, Short Hand Writing, Audio Transcribing, Word Processing Software, Presentation Software, Calendar Management, Office Equipment, Copying, Faxing, Scanning, Spreadsheets, Data Entry, Database Maintenance, Memo’s, Research, Report Writing, Organizing Events, Ordering Stationary, Office Furniture Purchases p

Soft Skills Sheet

Qualifications/Certifications associated with Secretaries

Action Verbs for your Secretary Resume

Professional Information for Secretaries

Sectors : Various Career Type : Administration, Support, Back Office, Clerical, Correspondence Person type : Administrator, Organizer, Scheduler, Communicator,, Representative Education levels: High School Diploma to Post School Diplomas Salary indication : General Secretary $34,566 to $43,756 . Legal Secretary from $35,785 to $45,345 . Legal Secretary between $58,197 to $74,613 , Corporate Secretary $165,519 to $257,121 (*Salary.com) Labor market : Estimated 5 % decline between 2016 – 2026 (* bls.gov ) Organizations : Unlimited

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12 Secretary Resume Examples & Writing Guide

Need help creating an impressive secretary resume? We've got you covered. Our carefully curated collection of 12 real-life resume samples and step-by-step writing guide will show you exactly what it takes to catch a hiring manager's eye. Discover how to summarize your skills and experience into a crisp, one-page resume that opens doors. Let's get started on your path to landing more interviews!

A solid resume is a must-have when trying to get a secretary job. Hiring managers look at tons of resumes, so yours needs to quickly show that you have the right skills and background for the position.

But putting together a resume that gets noticed isn't always easy. What should you include? How should you organize it? What's the best way to describe your experience and abilities?

Don't worry - this article is here to help. In it, you'll find 12 real-life examples of great secretary resumes. Use them as inspiration and templates for making your own.

The article also provides a detailed guide on writing each section of your resume. You'll learn what information to include, how to phrase things effectively, and how to make sure your most relevant qualifications stand out.

By the time you finish reading, you'll be ready to create a secretary resume that grabs attention and helps you get more interviews. So let's dive in and get you on the path to landing your dream secretary job!

Common Responsibilities Listed on Secretary Resumes

• Manage and maintain executive calendars, scheduling meetings and appointments
• Answer and screen phone calls, directing them to the appropriate parties
• Organize and maintain physical and digital files, documents, and records
• Draft, proofread, and send correspondence on behalf of executives
• Manage travel arrangements, including booking flights, hotels, and transportation
• Prepare and distribute agendas, minutes, and other meeting materials
• Greet and assist visitors, clients, and guests
• Coordinate and organize office events, conferences, and meetings
• Maintain office supplies inventory and place orders when necessary
• Assist with the preparation of reports, presentations, and other documents
• Manage and reconcile expense reports and invoices
• Provide general administrative support to executives and other staff members
• Maintain confidentiality of sensitive information and documents
• Collaborate with other departments and teams to ensure smooth office operations

Resume ATS Scanner

Drop your resume file here to scan for ATS compatibility.

How to write a Resume Summary

The summary or objective section of a resume appears at the very top, serving as a roadmap that succinctly presents the reader with the valuable aspects of your professional journey, capabilities, and attributes. For a Secretary, this particular section should effectively exemplify the key attributes and proficiency you can bring to the table.

The Essence of a Resume Summary/Objective Section

Think of the summary/objective section as a careful aggregate of your career aspirations, past experience, and core competencies. It should not only let hiring managers know who you are as a professional but also subtly persuade them of your aptitude for the secretary role you're applying for.

Elements of a Good Summary/Objective Section

There are certain elements to consider, including but not limited to:

Highlighting core skills: As a Secretary, you are expected to have a certain set of skills such as excellent attention to detail, top-notch communication skills, ability to multitask, proficient in specific software and technology, etc. All these competencies should be encapsulated in your summary/objective section.

Briefly connecting past roles/experiences: What you've done professionally in the past can set a backdrop for the skills that you possess. You don't need to delve into full-blown statements about past roles. However, a mere mention of roles concisely connected to the skills and attributes that you portray can give recruiters an insight into your practical experience.

Targeting the specific job: Understanding the company and the job role you're applying for is key in crafting your summary/objective section. With this knowledge, you can align your skills and competencies with the company’s requirements or work culture.

Be Authentic and Clear

Finally, authenticity and clarity play an important role in presenting a respectable summary/objective section. It would be best to avoid inflating your skills or exaggerating your experiences. Your summary should not be an area littered with buzzwords, but rather a clear and concise portrayal of you as a capable candidate for the secretary role.

Keep in mind, this section provides the first impression of you to prospective employers, so it should be well-thought-out. A well-written summary or objective can effectively make hiring managers or recruiters interested in your resume and thus, boost your chances of landing an interview.

Also, remember there are numerous online tools and professional writing services that can help you in crafting your summary/objective section. Where necessary, don't hesitate to seek help.

Strong Summaries

• Organized and detail-oriented Secretary with over 5 years of experience providing excellent administrative support to executives. Proficient in scheduling meetings, preparing correspondences, and maintaining files. Excellent verbal and written communication skills.
• Efficient Secretary with expertise in administrative support. Known for exceptional organizational skills and being a 'team player'. Excellent multitasker with high attention to detail, problem-solving skills, and time management abilities.
• Detail-Oriented Secretary with 10+ years of experience coordinating, planning, and supporting daily operational and administrative functions. Committed to improving administrative processes to reduce redundancy and enhance efficiency.

Why these are strong ?

These examples are good because they clearly articulate the candidate's experience, skills, and contributions. They showcase not just a list of tasks, but also the candidate's abilities and achievements, enhancing their personal brand and making a strong case for their value to potential employers. Each example demonstrates different approaches to highlight what they bring to the job - be it their experience, their proficiency in certain skills, or their dedication to efficiency and effectiveness.

Weak Summaries

• Secretary. Worked at some company for some years. Handled some work.
• As a secretary, I worked a lot and did a lot of stuff, really busy all the time.
• Being a secretary.
• I did stuff at a place. Was employed for a period of time.

Why these are weak ?

These are all bad examples for a summary section in a Secretary resume mainly due to their vagueness, lack of creativity, and unprofessional language. The examples do not provide specific details about the role performed, the skills possessed, or the value contributed to the previous employers. They are not compelling and do not give a good first impression to a prospective employer. All of these examples are missing essential elements of a good resume summary such as previous job title, years of experience, general duties performed, skills, and/or any achievements. It is a bad practice because a vague and unprofessionally written summary will not intrigue the employer or provide them the necessary details to see if the candidate is a potential fit for the vacancy.

Showcase your Work Experience

Much like a well-baked pie, the work experience section of your resume aims to provide a wholesome overview of your professional journey. This section, when handled with care, can offer potential employers an enticing snapshot of your capabilities, experience, and achievements.

Understanding the Purpose

To navigate the process of writing the work experience section properly, it's paramount to grasp its true purpose. This portion of your resume serves as a narrative summarising your previous roles, duties, and achievements. As a Secretary, your ability to perform administrative tasks, manage client relationships, organize meetings, and handle communication, among other things, should be conveyed through this section.

How to Structure

The typical structure of this section follows a reverse chronological format that lists your most recent role first, followed by earlier ones. This structure allows you to highlight recent, potentially more relevant experiences. It consists of your job title, company name, and the dates employed.

Quantify your accomplishments and impact in each role using specific metrics, percentages, and numbers to provide concrete evidence of your value and make your work experience section stand out to potential employers.

Detailing Your Roles

The heart of your work experience section lies in the details of your roles. Each job should include a concise overview of your responsibilities and accomplishments.

When describing your role and tasks, use action verbs which demonstrate your responsibilities clearly. Say, you organised a conference or managed travel schedules. Similarly, discus your achievements quantitatively where possible. Did you reduce costs, save time, or streamline processes significantly? These tangible bits of information provide valuable insight into your capabilities.

Customising for the Job

One often overlooked aspect of creating an impactful work experience section is the importance of tailoring it for the job you're applying for. This doesn't mean reinventing your resume for every application, but it does involve emphasising the relevant aspects of your previous experience, aligning with the specific requirements of the role.

A great way to do this is to closely read the job description and note the skills and experiences the employer values. Perhaps they're looking for someone with excellent customer service skills, or technical abilities like competency in using certain software. If you possess these skills or experiences, ensure they’re highlighted within your work experience section.

Striking the Balance

Brevity can often be your best friend while detailing your work experience. While it's important to be comprehensive, you also need to keep it concise. There's no need to list every single job or task you've ever had, particularly if they're not relevant to the job you’re seeking. Remember, the goal is to present a focused snapshot of your experience that will get employers interested in learning more about you.

Your work experience section is a golden opportunity to showcase your professional journey, capabilities, and potential through the lens of your past roles. When skilfully and thoughtfully put together, it provides an invaluable glimpse into your potential as an employer's future asset.

Strong Experiences

• Provided daily administrative support to company’s director, managing schedule and correspondence.
• Spearheaded the creation and implementation of new digital filing system that improved document organization and accessibility.
• Organized and coordinated office meetings, events, and travel arrangements, improving team efficiency.
• Managed a multi-line phone system, ensuring prompt and professional communication with customers and stakeholders.
• Increased office productivity through the use of effective scheduling and prioritization techniques.

The good examples provided are specific, measurable, and clearly show the impact of the work done. Each example does not just list tasks but also the results or impact of those tasks. This gives the potential employer a clear indication of what the candidate is capable of. The use of action verbs such as 'spearheaded', 'organized' and 'managed' demonstrate an active role in their work. The bullet points are also realistic for a Secretary role and each brings out a different aspect of the role which showcases versatility and ability to handle multiple tasks.

Weak Experiences

• I really liked filing paperwork.
• Reorganized files.
• I was good at answering calls.
• I helped a lot.
• Multi-tasking.
• I was a team player.
• I was trusted with confidential information.
• Provided services.
• Typed documents.

The above examples for a work experience section for a Secretary resume are considered bad practices for various reasons. First of all, they are either vague or too general, and do not provide specific results, achievements or responsibilities. They do not provide the potential employer with a clear understanding or a concrete example of the applicant's abilities or successes in the role. Additionally, they fail to use action verbs to start the bullet points and some are simply not task related, making them irrelevant and unprofessional. Clearly highlighting skills in a professional and detailed manner using action verbs and specific examples is a much more effective approach in a resume.

Skills, Keywords & ATS Tips

In every resume, both hard and soft skills play a vital part, particularly for a Secretary. Hard skills are specific abilities that can serve as the right base. On the other hand, soft skills reflect your character and can make you unique among others. They both breathe life into your resume, making it vibrant and dynamic.

Hard Skills

Hard skills are those acquired through training or education. For a Secretary, these could range from office management to typing speed, or budgeting to document control. Depending on your specific role, hard skills can also include proficiency in specialized software or databases. Showcasing these skills in your resume proves your basic abilities to perform tasks essential to the job.

Soft Skills

Soft skills are more about your behaviour and how you interact with others. As a Secretary, your work often requires working with diverse individuals, making skills like communication, adaptability, or problem-solving vital. However, bear in mind that stating such skills is not enough. Rather, you need to express how these skills have contributed to your past roles, giving a clear picture of how you could fit into the future organization.

Understanding the connection between Keywords and ATS

Applicant Tracking Systems (ATS) are software tools used by many companies to sort through thousands of resumes. They hunt for keywords related to the job's required skills. When you have more of these words in your resume, your chances of passing the ATS increase. So, both the hard and soft skills that you mention should consider the job description's specific wording.

Matching Skills

Matching skills in a resume means tailoring your skills section to precisely fit what the job advertisement asks for. By doing so, you increase your resume's relevance to the job, answering the recruiter's query of 'Why you?' in a convincing manner. It implies that you have understood their needs and are ready to fulfill them.

In short, focusing on hard and soft skills, understanding keywords and ATS, and matching skills dramatically increases your chances of getting noticed in the pool of applications. Remember, the aim is to get your resume past the ATS and make a lasting impression, helping get your foot in the door for that all-important interview.

Top Hard & Soft Skills for Full Stack Developers

• File Management
• Time Management
• Knowledge of Microsoft Office
• Multitasking
• Calendar Management
• Note Taking
• Typing Speed
• Prioritization
• Office Equipment Operation
• Booking Meetings
• Customer Service
• Creating Presentations
• Reception tasks
• Report Writing
• Travel Arrangements
• Technology Savvy
• Inventory Management
• Verbal Communication
• Written Communication
• Organizational Skills
• Adaptability
• Confidentiality
• Problem Solving
• Interpersonal Skills
• Attention to Detail
• Reliability
• Work Ethics
• Positive Attitude
• Stress Tolerance
• Critical Thinking

Top Action Verbs

Use action verbs to highlight achievements and responsibilities on your resume.

• Communicate

Education & Certifications

Adding your education and certificates to your resume as a secretary requires a simple yet significant approach. Start by creating a separate section titled 'Education' or 'Professional Development'. Here, list your education and certificates, starting with the most recent. Ensure to include specific details like the name of the institution, the title of the degree or certificate attained, and the year of completion. Tailor this information to showcase your proficiency in secretarial practices, making you an ideal candidate.

Some of the most important certifications for Secretarys

Validates proficiency in Microsoft Office applications, such as Word, Excel, PowerPoint, and Outlook.

Validates knowledge and skills in medical office procedures, medical terminology, and patient care.

Resume FAQs for Secretarys

What is the best format for a secretary resume.

The most effective format for a secretary resume is the reverse-chronological format. This format emphasizes your most recent work experience and achievements, which employers are most interested in. It allows them to quickly assess your qualifications and suitability for the role.

How long should a secretary resume be?

Ideally, a secretary resume should be one to two pages long. If you have less than 10 years of experience, aim for a one-page resume. For those with more extensive experience, a two-page resume is acceptable. Focus on including the most relevant information and tailoring your resume to the specific job description.

What skills should I highlight on my secretary resume?

When creating your secretary resume, focus on highlighting skills such as organization, communication, time management, and proficiency in office software (e.g., Microsoft Office). Additionally, emphasize any specific skills mentioned in the job description, such as experience with certain tools or familiarity with industry-specific terminology.

How can I make my secretary resume stand out?

To make your secretary resume stand out, use strong action verbs to describe your accomplishments and quantify your results whenever possible. For example, instead of saying 'responsible for managing schedules,' say 'successfully managed schedules for a team of 15 executives, ensuring 100% attendance at key meetings and events.' This helps employers better understand the impact you made in your previous roles.

Should I include references on my secretary resume?

No, it is not necessary to include references on your secretary resume. Most employers will request references later in the hiring process, usually after an interview. Instead, use the space on your resume to highlight your skills, experience, and achievements that are most relevant to the position you are applying for.

How should I tailor my secretary resume for different job applications?

When applying for different secretary positions, it's essential to tailor your resume to each specific job. Review the job description carefully and identify the key skills and requirements the employer is looking for. Then, adjust your resume to emphasize the most relevant aspects of your experience and qualifications. This may involve rearranging sections, adding or removing certain details, or using language that mirrors the job description.

A Secretary is responsible for providing comprehensive administrative support while ensuring office operations run smoothly. The role requires exceptional organizational and multitasking abilities to juggle various tasks concurrently. Strong written and verbal communication skills are essential, along with proficiency in Microsoft Office Suite. Successful candidates should have a minimum of 2 years of administrative experience, be detail-oriented, and capable of maintaining accurate records, managing calendars, and facilitating effective information flow.

Highly organized and detail-oriented professional with extensive experience providing exceptional administrative support. Adept at managing multiple tasks, optimizing workflows, and enhancing office efficiency. Excellent communication and interpersonal skills, with a proven ability to collaborate effectively with colleagues at all levels.

• Provide comprehensive administrative support to the executive team, managing calendars, arranging travel, and preparing correspondence
• Streamline office procedures, resulting in a 25% increase in overall efficiency
• Coordinate high-level meetings and events, ensuring flawless execution and positive client experiences
• Maintain strict confidentiality while handling sensitive information and documents
• Train and mentor junior administrative staff, fostering a collaborative and supportive work environment
• Provided efficient administrative support to a team of 12 engineers and project managers
• Implemented a new filing system, reducing document retrieval time by 40%
• Coordinated domestic and international travel arrangements, ensuring seamless logistics
• Managed office supply inventory and procurement, negotiating favorable contracts with vendors
• Assisted with onboarding new hires, facilitating a smooth transition into the company culture
• Greeted guests with a warm and professional demeanor, providing exceptional customer service
• Managed a multi-line phone system, efficiently routing calls and messages
• Maintained an organized and tidy front desk area, ensuring a positive first impression for visitors
• Assisted with administrative tasks, including data entry, filing, and mail distribution
• Received recognition for outstanding performance and dedication to guest satisfaction
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Google Workspace (Docs, Sheets, Slides, Forms)
• Travel Coordination
• Expense Reporting
• Document Management
• Filing and Organization
• Phone Etiquette
• Written and Verbal Communication
• Proofreading and Editing

section. </thoughts> <initial_draft> An entry-level secretary provides administrative support like scheduling appointments, handling correspondence, and maintaining files. Key skills include excellent communication abilities, computer proficiency, and strong organizational skills. When writing a resume, emphasize any relevant experience like internships or volunteer work. Highlight administrative skills, computer skills like MS Office, and ability to multitask effectively. </initial_draft> <draft_roast> This draft meets the key points but is a bit wordy and repetitive in parts. It could be tightened up and flow better between the role description and resume advice sections. </draft_roast> <content> An entry-level secretary provides administrative support through tasks like scheduling, correspondence, and file maintenance. Excellent communication, computer proficiency (e.g. MS Office), and organizational abilities are essential. When crafting a resume, highlight any relevant experience, even from internships or volunteer roles. Emphasize strong administrative skills and ability to multitask efficiently.

Highly organized and detail-oriented recent graduate seeking an entry-level secretary position. Proficient in administrative tasks, customer service, and managing multiple priorities. Excellent communication and interpersonal skills, with a strong commitment to supporting team members and maintaining a positive work environment.

• Assisted with organizing and maintaining electronic and physical files for multiple departments
• Coordinated travel arrangements and managed calendars for senior executives
• Conducted research and compiled reports to support marketing initiatives
• Handled incoming calls and emails, directing inquiries to appropriate team members
• Demonstrated strong attention to detail and adaptability in a fast-paced environment
• Provided exceptional customer service for a high-end retail store
• Processed sales transactions and handled returns and exchanges
• Maintained store appearance and restocked inventory as needed
• Collaborated with team members to achieve sales targets and promote customer loyalty
• Received multiple commendations for outstanding service and problem-solving skills
• Assisted with data entry and updating client records in the organization's database
• Prepared and distributed informational materials for community events
• Greeted visitors and directed them to appropriate resources and staff members
• Demonstrated empathy and strong communication skills in working with diverse clients
• Contributed to a positive and supportive environment for staff and clients
• Administrative support
• Customer service
• Microsoft Office Suite (Word, Excel, PowerPoint)
• Google Workspace (Gmail, Google Drive, Google Calendar)
• Data entry and management
• File organization and management
• Scheduling and calendar management
• Travel arrangements
• Research and report writing
• Phone and email etiquette
• Multi-tasking and prioritization
• Attention to detail
• Problem-solving
• Teamwork and collaboration

As a Financial Secretary, you'll be responsible for maintaining financial records, processing accounts payable and receivable, and preparing budgets and reports. To craft a robust resume, lead with a summary highlighting your accounting expertise, proficiency with bookkeeping software like QuickBooks, and impeccable attention to detail. Detail your employment history, emphasizing financial management duties like reconciling accounts, processing payroll, and ensuring regulatory compliance. Prominently feature your educational credentials in accounting, finance, or a related quantitative field. Showcase your organizational skills and ability to handle sensitive data with integrity.

Highly organized and detail-oriented Financial Secretary with over 8 years of experience in managing financial transactions, budgeting, and reporting. Proven track record of streamlining processes, improving accuracy, and ensuring compliance with financial regulations. Skilled in using various accounting software and tools to optimize financial operations.

• Managed financial transactions and records for a team of 50+ employees, ensuring accuracy and compliance with company policies and financial regulations.
• Implemented a new expense reporting system, reducing processing time by 40% and improving overall efficiency.
• Prepared and analyzed monthly, quarterly, and annual financial reports for senior management, highlighting key trends and areas for improvement.
• Collaborated with cross-functional teams to develop and manage departmental budgets, ensuring optimal allocation of resources.
• Provided training and support to staff on financial policies, procedures, and software, enhancing team performance and productivity.
• Processed and recorded financial transactions, including accounts payable, accounts receivable, and payroll, ensuring accuracy and timeliness.
• Assisted in the preparation of monthly financial statements and reports, providing valuable insights to management.
• Maintained and updated financial records in compliance with company policies and accounting principles.
• Conducted regular audits of financial transactions and records, identifying and resolving discrepancies.
• Provided excellent customer service to internal and external stakeholders, addressing inquiries and resolving issues promptly.
• Assisted in the processing and recording of financial transactions, ensuring accuracy and adherence to accounting principles.
• Supported the accounts payable and accounts receivable functions, processing invoices and payments in a timely manner.
• Maintained and updated financial records using accounting software, ensuring data integrity and accessibility.
• Assisted in the preparation of financial reports and statements, providing accurate and timely information to management.
• Participated in the development and implementation of process improvements, contributing to increased efficiency and productivity.
• Financial reporting and analysis
• Budgeting and forecasting
• Accounts payable and receivable
• Payroll processing
• General ledger maintenance
• Financial statement preparation
• Accounting software proficiency (QuickBooks, SAP, Oracle)
• Data entry and reconciliation
• Audit and compliance
• Process improvement
• Time management
• Communication

An Office Secretary is responsible for providing administrative support to ensure smooth office operations. Key duties include answering phone calls, greeting visitors professionally, managing executives' calendars, handling correspondence, and ordering office supplies. To craft an effective resume for this role, highlight strong organizational skills, proficiency in computer applications like Microsoft Office, and excellent verbal and written communication abilities. Use a professional resume format with clear sections, and quantify achievements whenever possible to showcase your impact. Customize your resume for each application to align with the specific job requirements.

Results-driven and highly organized Office Secretary with over 8 years of experience in providing exceptional administrative support. Adept at managing multiple tasks, streamlining office procedures, and maintaining a professional and welcoming environment. Skilled in communication, problem-solving, and maintaining confidentiality. Committed to ensuring smooth office operations and contributing to team success.

• Provide high-level administrative support to the executive team, managing complex schedules and travel arrangements
• Optimize office procedures, resulting in a 25% increase in efficiency and productivity
• Serve as the primary liaison between executives and internal/external stakeholders, ensuring smooth communication and collaboration
• Manage confidential documents and information with the utmost discretion and professionalism
• Coordinate and prepare materials for board meetings, presentations, and executive-level events
• Provided comprehensive administrative support to a team of 15 attorneys, prioritizing tasks and managing deadlines
• Implemented a new filing system, increasing document retrieval efficiency by 30%
• Managed travel arrangements, expense reports, and reimbursements for the legal team
• Coordinated meetings, conferences, and events, ensuring flawless execution and positive client experiences
• Trained and mentored new administrative staff, fostering a supportive and collaborative work environment
• Managed the front desk operations, greeting visitors and maintaining a professional and welcoming atmosphere
• Handled a high volume of incoming calls, emails, and inquiries, providing timely and accurate information
• Coordinated office supplies and inventory, ensuring adequate stock levels and cost-effective purchasing
• Assisted with onboarding new employees, preparing necessary documents and facilitating office orientation
• Maintained conference room schedules and set up, ensuring a seamless experience for meetings and events
• Advanced Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Google Suite (Docs, Sheets, Slides, Calendar)
• Adobe Acrobat
• Typing speed: 80 WPM
• Office management
• Executive support
• Calendar management
• Travel coordination
• Expense reporting
• Event planning
• Interpersonal communication

A Secretary Assistant provides vital administrative support, ensuring smooth office operations. To write an effective resume, highlight exceptional organizational and multitasking abilities, proficiency in office software, and strong communication skills. Emphasize experience managing schedules, handling correspondence, arranging meetings, and maintaining meticulous filing systems. Tailor your resume to showcase your attention to detail and capacity to prioritize tasks efficiently, aligning with the specific job requirements.

Highly organized and detail-oriented Secretary Assistant with a proven track record of providing exceptional administrative support. Skilled in managing multiple tasks, maintaining confidentiality, and facilitating effective communication. Adept at creating a positive and efficient work environment through strong interpersonal skills and a proactive approach to problem-solving.

• Managed calendars, scheduled meetings, and coordinated travel arrangements for senior executives
• Prepared and edited correspondence, reports, and presentations
• Streamlined office procedures, resulting in a 20% increase in efficiency
• Served as the primary point of contact for internal and external stakeholders
• Maintained strict confidentiality of sensitive information
• Provided comprehensive administrative support to a team of 10 professionals
• Managed inventory and office supplies, ensuring timely ordering and cost control
• Implemented a new filing system, improving document retrieval time by 30%
• Assisted with onboarding new employees and maintaining personnel records
• Coordinated company events and meetings
• Greeted visitors and directed them to appropriate personnel
• Managed a multi-line phone system, efficiently handling and routing calls
• Maintained a clean and welcoming reception area
• Assisted with basic administrative tasks, including data entry and filing
• Received and distributed incoming mail and packages
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experienced in managing calendars and scheduling appointments
• Excellent written and verbal communication skills
• Strong organizational and time management abilities
• Detail-oriented and highly accurate
• Proficient in office equipment operation (multi-line phone systems, copiers, scanners)
• Skilled in maintaining confidentiality and handling sensitive information
• Adept at prioritizing tasks and managing multiple projects simultaneously
• Experienced in creating and maintaining filing systems
• Proficient in basic bookkeeping and expense tracking
• Excellent customer service and interpersonal skills
• Ability to work independently and as part of a team
• Skilled in event planning and coordination
• Experienced in managing office supplies and inventory
• Proficient in data entry and database management

A Club Secretary plays a vital role in managing club operations, organizing meetings, recording minutes, maintaining member records, and ensuring compliance with rules and regulations. They possess strong organizational skills, attention to detail, and excellent communication abilities. When writing a resume for this role, highlight relevant administrative experience, proficiency in office software, and skills in record-keeping and correspondence. Present a clear summary of qualifications and use a clean, easy-to-read format to showcase your suitability for the position.

Highly organized and detail-oriented Club Secretary with extensive experience in managing administrative tasks, coordinating events, and ensuring smooth club operations. Proven ability to maintain accurate records, communicate effectively with members and stakeholders, and foster a positive club environment. Committed to supporting the club's mission and promoting member engagement.

• Managed all administrative tasks, including maintaining accurate membership records, preparing meeting agendas and minutes, and handling correspondence.
• Coordinated club events, including annual galas, fundraisers, and networking sessions, ensuring smooth execution and high member satisfaction.
• Implemented a new digital record-keeping system, streamlining administrative processes and improving data accessibility for club leadership.
• Served as a primary point of contact for members, addressing inquiries, resolving issues, and facilitating effective communication between members and the board.
• Collaborated with the club's marketing team to develop and execute member engagement strategies, resulting in a 25% increase in member participation.
• Provided comprehensive administrative support to the executive team, managing calendars, scheduling meetings, and preparing correspondence.
• Maintained office supplies inventory, ensuring adequate stock levels and placing orders as needed.
• Assisted with the onboarding process for new employees, preparing orientation materials and coordinating training sessions.
• Organized company events, including holiday parties and team-building activities, fostering a positive corporate culture.
• Received recognition as 'Employee of the Month' three times for exceptional performance and dedication to the team.
• Provided top-notch customer service, addressing inquiries, resolving issues, and promoting customer satisfaction.
• Maintained a deep understanding of company products and services, enabling effective problem-solving and upselling opportunities.
• Consistently met and exceeded monthly sales targets, contributing to the team's overall success.
• Collaborated with cross-functional teams to improve customer service processes, resulting in reduced wait times and increased first-call resolution rates.
• Received multiple 'Top Performer' awards for outstanding customer service and sales performance.
• Club administration
• Event planning and coordination
• Record-keeping and documentation
• Member relations and communication
• Agenda and minutes preparation
• Microsoft Office Suite
• Google Workspace
• CRM software
• Project management

A Department Secretary coordinates administrative operations for a specific department, handling tasks like managing schedules, organizing meetings, maintaining records, and facilitating communication. To craft an impactful resume, emphasize your expertise in office management software, attention to detail, multitasking abilities, and strong interpersonal skills. Highlight relevant experiences that demonstrate your proficiency in providing exceptional administrative support within a department setting.

Experienced and dedicated Department Secretary with a proven track record of providing exceptional administrative support and ensuring smooth operations. Adept at managing complex schedules, maintaining confidential records, and facilitating effective communication across departments. Committed to delivering high-quality work and contributing to organizational success.

• Managed the calendar and scheduled meetings for the department head, coordinating with internal and external stakeholders.
• Maintained accurate and up-to-date records, ensuring confidentiality and compliance with company policies.
• Streamlined document management processes, resulting in improved efficiency and accessibility.
• Provided administrative support to a team of 15 employees, handling various tasks and requests promptly.
• Assisted in organizing department events and conferences, managing logistics and communication.
• Provided comprehensive administrative support to the HR department, handling a wide range of tasks.
• Maintained personnel files and employee records, ensuring accuracy and confidentiality.
• Assisted in the recruitment process, coordinating interviews and communicating with candidates.
• Managed office supplies inventory and placed orders as needed, optimizing budget utilization.
• Demonstrated excellent customer service skills, addressing inquiries and resolving issues efficiently.
• Greeted visitors and clients, providing a warm and professional first impression of the company.
• Managed the reception area, ensuring a clean and organized environment.
• Handled incoming calls, emails, and correspondence, routing them to the appropriate departments.
• Maintained the visitor log and issued security badges, ensuring compliance with company policies.
• Assisted with various administrative tasks, including filing, data entry, and document preparation.
• Administrative Support
• Record Keeping
• Office Management
• Event Planning
• Professionalism

An Executive Secretary is the invaluable right hand to top executives, providing indispensable administrative support. The role involves meticulously managing calendars, travel, expenses, and maintaining a highly organized office. Excellent communication skills are paramount for tasks like taking minutes, preparing reports and presentations. The ability to calmly multitask is essential. When crafting your resume, highlight your extensive administrative experience along with exceptional proficiency in office software and tools. Showcase your skills in areas like scheduling, event planning, professional writing, and keen attention to detail. Include any relevant certifications that demonstrate your qualifications.

Highly organized and detail-oriented Executive Secretary with over 8 years of experience providing exceptional administrative support to top-level executives. Adept at managing complex schedules, coordinating travel arrangements, and maintaining confidential information. Proven ability to streamline processes, enhance communication, and foster positive relationships with both internal and external stakeholders.

• Provide comprehensive administrative support to the Senior Vice President, managing calendar, travel arrangements, and expense reports.
• Coordinate meetings, prepare agendas, and record minutes for executive-level meetings and conferences.
• Serve as a liaison between the executive team and various departments, ensuring smooth communication and timely resolution of issues.
• Implement new filing system, resulting in a 30% increase in efficiency and easier access to critical documents.
• Train and mentor two junior administrative assistants, fostering a collaborative and supportive work environment.
• Supported a team of five senior managers, prioritizing tasks and managing competing deadlines.
• Planned and coordinated domestic and international travel arrangements, ensuring seamless itineraries and timely document preparation.
• Managed the onboarding process for new hires, facilitating a smooth transition into the company culture.
• Created and maintained a comprehensive database of client information, enhancing team collaboration and client relations.
• Assisted in the planning and execution of corporate events, including annual meetings and team-building activities.
• Provided administrative support to a team of three managers, handling scheduling, correspondence, and file management.
• Processed expense reports and invoices, ensuring accuracy and adherence to company policies.
• Managed office supply inventory, anticipating needs and maintaining optimal stock levels.
• Assisted in the preparation of presentations and reports, ensuring professional quality and timely delivery.
• Participated in the planning and coordination of team events and meetings, contributing to a positive work environment.
• Google Suite (Drive, Docs, Sheets, Calendar)
• Meeting planning and coordination
• Document preparation and management
• Presentation creation
• Client relations
• Inventory control
• Training and mentoring

A legal secretary manages administrative duties essential to a law firm, including scheduling meetings, preparing legal documents like affidavits and subpoenas, and maintaining comprehensive file systems. When writing a resume for this role, highlight strong organizational abilities, meticulous attention to detail, proficiency with legal terminology, relevant education or certifications, and excellent written and verbal communication skills.

Highly organized and detail-oriented Legal Secretary with a proven track record of providing exceptional administrative support to legal professionals. Skilled in managing complex schedules, drafting legal documents, and maintaining confidential client information. Adept at multitasking and thriving in fast-paced environments while maintaining a high level of accuracy and professionalism.

• Managed calendars, scheduled appointments, and coordinated meetings for a team of 5 attorneys
• Drafted and proofread legal documents, including contracts, pleadings, and correspondence
• Maintained and organized electronic and physical filing systems, ensuring easy access to client information
• Communicated effectively with clients, court personnel, and opposing counsel
• Assisted with legal research and prepared exhibits for court proceedings
• Provided administrative support to a team of 3 partners and 6 associates
• Managed incoming and outgoing mail, ensuring timely delivery and distribution
• Maintained office supplies inventory and placed orders as needed
• Assisted with client intake and updated client information in the firm's database
• Coordinated travel arrangements for attorneys and processed expense reports
• Greeted clients and visitors, directing them to the appropriate personnel
• Answered and screened incoming calls, taking messages and forwarding as necessary
• Managed conference room bookings and ensured rooms were prepared for meetings
• Assisted with general office tasks, including filing, copying, and scanning documents
• Maintained a clean and organized reception area, contributing to a professional office environment
• Legal document preparation
• Client communication
• Filing and organization
• Legal research assistance
• Proofreading
• Legal software (e.g., Clio, PracticePanther)

A Medical Secretary is the backbone of a healthcare facility, ensuring smooth operations through meticulous organization and patient-focused service. This dynamic role involves coordinating appointments, managing medical records with utmost confidentiality, and skillfully liaising between patients and providers. To excel, highlight your proficiency in industry-specific software, attention to detail in handling sensitive data, and superb multitasking abilities. Craft a resume that showcases your understanding of medical terminology, friendly communication skills, and a knack for thriving in fast-paced environments. With the right qualifications, you'll be the vital link between quality healthcare and administrative excellence.

Highly organized and detail-oriented Medical Secretary with over 8 years of experience in providing exceptional administrative support to healthcare professionals. Adept at managing complex schedules, maintaining medical records, and ensuring smooth office operations. Skilled in electronic health record (EHR) systems and proficient in medical terminology. Committed to delivering high-quality patient care and fostering a positive work environment.

• Managed the schedules of 12 physicians, optimizing patient flow and reducing wait times by 20%
• Implemented a new EHR system, training a team of 15 staff members and improving overall office efficiency
• Maintained accurate and up-to-date medical records for over 1,000 patients, ensuring compliance with HIPAA regulations
• Coordinated referrals and appointments with external healthcare providers, streamlining the process and enhancing patient care
• Received the 'Employee of the Year' award in 2021 for outstanding performance and dedication to patient care
• Provided administrative support to a team of 8 physicians in a fast-paced hospital setting
• Managed medical correspondence, including drafting and proofreading letters and reports
• Organized and maintained medical files and records for over 800 patients, ensuring accuracy and confidentiality
• Assisted in the preparation of medical presentations and conferences, contributing to the professional development of the healthcare team
• Received multiple positive reviews from patients for providing exceptional customer service and support
• Greeted and checked in patients, verifying insurance information and updating patient records
• Managed a multi-line phone system, effectively handling a high volume of calls and directing inquiries to appropriate staff members
• Scheduled appointments and coordinated with various departments to ensure smooth patient flow
• Maintained a clean and organized reception area, creating a welcoming environment for patients and visitors
• Consistently received positive feedback from patients and colleagues for maintaining a friendly and professional demeanor
• Electronic Health Record (EHR) Systems
• Medical Terminology
• Patient Scheduling
• Medical Billing and Coding
• Insurance Verification
• HIPAA Compliance
• Medical Transcription
• Multi-tasking
• Communication Skills

A school secretary plays a vital administrative role, managing tasks like appointment scheduling, call handling and record keeping. When crafting a resume, highlight strong organizational abilities, computer proficiency and professional communication skills. Begin with a compelling summary, then detail relevant experience in chronological work history. Include tailored skill highlights matching the role's needs. Use clear formatting and succinct phrasing to create an engaging, focused snapshot of your qualifications. Convey your capacity to thrive in a fast-paced, detail-oriented school environment.

Highly organized and detail-oriented school secretary with over 10 years of experience in providing exceptional administrative support to educational institutions. Adept at managing multiple tasks effectively, ensuring smooth day-to-day operations, and fostering positive relationships with students, parents, and staff.

• Efficiently managed daily administrative tasks, including answering phones, scheduling appointments, and maintaining school records.
• Coordinated school events and meetings, ensuring flawless execution and high attendance.
• Served as the first point of contact for students, parents, and visitors, providing excellent customer service and resolving inquiries promptly.
• Implemented a new filing system that improved document organization and retrieval, saving staff time and increasing productivity.
• Assisted in the development and distribution of school newsletters, enhancing communication between the school and the community.
• Provided comprehensive administrative support to the school principal and staff, managing calendars, scheduling meetings, and handling correspondence.
• Maintained accurate student records, ensuring compliance with school policies and state regulations.
• Coordinated the school's volunteer program, recruiting and training volunteers to support various school activities and events.
• Assisted in the preparation of reports and presentations for school board meetings, contributing to informed decision-making.
• Demonstrated excellent problem-solving skills, effectively addressing and resolving issues that arose in the school office.
• Greeted and directed visitors, students, and parents, maintaining a welcoming and professional front office environment.
• Managed incoming and outgoing calls, emails, and faxes, ensuring timely and accurate communication.
• Assisted with student registration, enrollment, and transfer processes, maintaining accurate records.
• Provided clerical support to school staff, including typing, filing, and copying documents.
• Collaborated with school security to maintain a safe and secure learning environment for students and staff.
• Office Administration
• Google Suite
• Conflict Resolution

A Unit Secretary plays a vital role in maintaining efficient operations within a hospital unit. They handle administrative tasks such as scheduling appointments, managing physician orders, answering phone inquiries, and maintaining accurate medical records. When writing a resume for this position, emphasize strong organizational abilities, attention to detail, and knowledge of medical terminology. Highlight experience with electronic health record systems and any relevant certifications. Additionally, showcase skills in multitasking, communication, and prioritizing tasks in a fast-paced environment. A well-crafted resume showcasing these qualifications can help you stand out for Unit Secretary roles.

Detail-oriented and highly organized Unit Secretary with extensive experience in managing complex healthcare operations. Proven ability to coordinate patient care, maintain accurate records, and facilitate seamless communication between healthcare professionals. Committed to delivering exceptional administrative support and ensuring optimal patient outcomes.

• Managed daily operations of a 40-bed medical-surgical unit, ensuring efficient patient flow and resource allocation.
• Coordinated patient admissions, discharges, and transfers, maintaining accurate and up-to-date records in the electronic health record system.
• Facilitated effective communication between physicians, nurses, and support staff, relaying critical information and updates.
• Provided exceptional customer service to patients and families, addressing inquiries and concerns with empathy and professionalism.
• Streamlined unit processes, resulting in a 15% increase in patient satisfaction scores and a 20% reduction in wait times.
• Supported a busy outpatient clinic, managing patient scheduling, registration, and medical records.
• Collaborated with healthcare providers to ensure timely and accurate documentation of patient encounters.
• Assisted with insurance verification, prior authorizations, and billing processes, minimizing delays in patient care.
• Implemented a new appointment reminder system, reducing no-show rates by 25% and improving clinic efficiency.
• Trained and mentored new office assistants, fostering a positive and supportive work environment.
• Served as the first point of contact for patients and visitors, providing warm and professional greetings and assistance.
• Managed a high volume of incoming calls, addressing inquiries, scheduling appointments, and triaging concerns.
• Coordinated patient transportation and interpreter services, ensuring timely and appropriate accommodations.
• Maintained accurate and confidential patient information, adhering to HIPAA regulations and hospital policies.
• Received multiple commendations from patients and supervisors for outstanding service and dedication.
• Electronic Health Records (EHR)
• Interpersonal Communication

• Entry Level Secretary Resume Example

Resume Examples

• Common Tasks & Responsibilities
• Top Hard & Soft Skills
• Action Verbs & Keywords
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• Similar Resumes

Common Responsibilities Listed on Entry Level Secretary Resumes:

• Greet visitors and answer phone calls
• Schedule and coordinate meetings, appointments, and travel arrangements
• Prepare and distribute agendas, minutes, and other documents
• Prepare and maintain filing systems
• Type, format, and proofread documents
• Maintain databases and spreadsheets
• Monitor and order office supplies
• Prepare and process invoices and other financial documents
• Coordinate mailings and shipments
• Assist with special projects and other administrative tasks
• Provide general administrative and clerical support

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Entry Level Secretary Resume Example:

• Implemented an efficient scheduling system for meetings and appointments, resulting in a 20% reduction in scheduling errors and improved overall productivity.
• Developed and maintained a comprehensive filing system, ensuring easy access to important documents and reducing retrieval time by 15%.
• Collaborated with the finance department to streamline invoice processing, resulting in a 10% decrease in processing time and improved accuracy in financial documentation.
• Coordinated travel arrangements for executives, optimizing cost savings by 15% through careful negotiation and selection of travel options.
• Managed office supplies inventory and implemented a tracking system, reducing supply waste by 10% and ensuring timely reordering of essential items.
• Assisted in the organization and execution of company-wide events, contributing to improved employee engagement and satisfaction.
• Provided general administrative support to the executive team, ensuring smooth daily operations and timely completion of tasks.
• Utilized advanced spreadsheet skills to create and maintain databases, resulting in improved data accuracy and accessibility.
• Assisted in the preparation and distribution of meeting agendas and minutes, facilitating effective communication and decision-making within the organization.
• Efficient scheduling and calendar management
• Development and maintenance of filing systems
• Collaboration and coordination with different departments
• Invoice processing and financial documentation
• Travel arrangements and cost optimization
• Office supplies inventory management
• Event planning and execution
• General administrative support
• Advanced spreadsheet and database management
• Preparation and distribution of meeting agendas and minutes
• Excellent communication skills
• Time management and organization skills
• Attention to detail
• Problem-solving abilities
• Proficiency in MS Office Suite
• Ability to work in a fast-paced environment
• Teamwork and cooperation skills
• Negotiation skills
• Ability to handle confidential information
• Multitasking abilities
• Customer service skills.

Top Skills & Keywords for Entry Level Secretary Resumes:

Hard skills.

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Typing and Data Entry
• Calendar Management
• File Management
• Phone and Email Etiquette
• Meeting and Event Coordination
• Travel Arrangements
• Proofreading and Editing
• Record Keeping
• Customer Service
• Multitasking and Time Management
• Professional Communication Skills

Soft Skills

• Organization and Attention to Detail
• Time Management and Prioritization
• Communication and Interpersonal Skills
• Professionalism and Discretion
• Multitasking and Efficiency
• Problem Solving and Critical Thinking
• Adaptability and Flexibility
• Teamwork and Collaboration
• Customer Service Orientation
• Computer and Technical Skills
• Written and Verbal Communication
• Active Listening and Feedback Incorporation

Resume Action Verbs for Entry Level Secretarys:

• Coordinated
• Prioritized
• Corresponded

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Resume FAQs for Entry Level Secretarys:

How long should i make my entry level secretary resume, what is the best way to format a entry level secretary resume, which keywords are important to highlight in a entry level secretary resume, how should i write my resume if i have no experience as a entry level secretary, compare your entry level secretary resume to a job description:.

• Identify opportunities to further tailor your resume to the Entry Level Secretary job
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Related Resumes for Entry Level Secretarys:

Entry level administrative assistant, entry level office administrator, entry level office clerk, entry level receptionist, entry level data entry, entry level executive assistant, entry level virtual assistant, administrative assistant with no experience.

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Secretary Resume Samples

The guide to resume tailoring.

Guide the recruiter to the conclusion that you are the best candidate for the secretary job. It’s actually very simple. Tailor your resume by picking relevant responsibilities from the examples below and then add your accomplishments. This way, you can position yourself in the best way to get hired.

Craft your perfect resume by picking job responsibilities written by professional recruiters

Pick from the thousands of curated job responsibilities used by the leading companies, tailor your resume & cover letter with wording that best fits for each job you apply.

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• Network with other assistants at agencies and management companies
• Responsible for providing secretarial works to Partners/Managers and team members
• Providing reception and assistance service for key customers and management
• Create and develop orientation materials and provide orientation for 50-60 international, visiting medical students from seven universities worldwide
• Provides full-time secretarial assistance to the Contract Manager
• Manages the Workshop’s main email account. Creates templates and sends email confirmations
• Hires and provides leadership to student employees including assigning tasks, reviewing work, training and answering questions regarding work
• Provides full-time secretarial assistance to the Division Manager or Section Manager
• Provide backup assistance to the Administrative Assistants
• Assisting the SHE Manager and Assistant HRBP with any general queries
• Provides support by typing / creating memorandums, reports, charts and correspondence as requested by the Director, Assistant Director, or Operations Manager
• Provide clerical and administrative assistance to the Director of Facility Operations and Engineering and IT Manager as necessary
• Manages SC audit management responsibilities, and resolution of open items through communication with coalition management
• Manage provider directories and technical assistance mailboxes & various email lists
• Highly responsible with strong work ethic, great attention to detail, and consistent punctuality
• Maintaining a professional demeanor and exhibiting a strong sense of responsibility and reliability
• With strong sense of responsibility and excellent communication skills, able to work under high pressure
• Strong attention to detail and ownership for the delivery of high quality work
• Ability to work well with a team, have excellent customer service skills, and be able to relate well with people
• Ability to perform basic mathematics (e.g., add, subtract, multiply, and divide whole numbers, fractions, and decimals, and to calculate percentages)
• Ability to multi-task, manage details and organize efficiently and effectively
• Proficiency in Microsoft WORD and EXCEL and Adobe Acrobat Professional
• Ability to communicate with physicians, patients and hospital staff in a professional manner is essential
• Excellent business English both written and oral. Outstanding attention to detail is essential

15 Secretary resume templates

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• Draft and proof internal and external letters and memos
• Manage a fast-paced, wide-ranging desk
• Answer calls
• Scheduling, coordinating calendars and making travel arrangements
• Prepare letters and memoranda
• Ordering and stocking of office supplies
• Prepare expense reports
• Maintain a data base
• Provide back-up to other secretaries within the group, as well as assist with other department administrative support responsibilities
• Minimum 1 year administrative support experience assisting an entertainment attorney at an entertainment law firm or in-house legal department
• Previous contract experience; redlining experience
• PC knowledge - Microsoft Word /Outlook (current versions)
• Strong proofreading skills required
• Ability to take accurate, fast notes
• Simultaneously handle multiple tasks with accuracy
• Effective communicator, both verbal and written
• Able to work overtime on an "as-needed" basis
• Excel experience
• A.A. degree
• Answering phone calls in a professional and responsive manner
• Schedule conference calls and meetings
• Interact with internal executives and outside firms
• Making travel arrangements for both domestic and international travel
• Preparing expense reports and ensuring they are submitted in a timely manner
• Oversee and manage deadlines related to ongoing projects and open matters
• Organize substantive materials in a professional manner
• Assisting with other Corporate Legal Department administrative support responsibilities
• MS Office, Outlook, Excel, PowerPoint
• Ability to write clearly and communicate well both verbally and in writing
• Sound and mature judgment on the prioritization of tasks
• Experience supporting senior attorney or executive in an in-house function
• SAP Workplace
• Proficiency in Microsoft Office programs
• Some knowledge of database/archiving/inventory programs preferred
• Strong written and verbal skills, excellent organizational and time-management skills
• Self-motivated, takes initiative
• Assisting the head of Thailand and potentially a few bankers in general administrative duties
• Coordinating travel arrangements & preparation of expense reports
• Maintain daily calendars/agenda of meeting, events and conference calls
• Staff movement administration, tracking and reporting, managing new joiner, leaver and transfer process for application and systems access
• Handle internal and external correspondence
• Compile information/statistics, prepare documents and presentation materials
• Answer client queries or redirect them to the appropriate person
• At least 5-6 years’ experience in investment banking environment, experience in product groups will be an advantage
• Formal Secretarial training
• Excellent PC skills – Outlook, MS Word, Excel and PowerPoint
• Strong attention to detail, highly organised and motivated
• Demonstrates initiative, good work attitude, ability to multi-task and work long hours and under pressure in a demanding work environment
• Schedule meetings, including location
• Maintain Google & Outlook calendars
• Arrange conference calls & video conference calls
• Arrange all travel, including airfare, hotel, and ground transportation
• Prepare and submit expense reports
• Filing and distribution of all executed contracts
• Circulate contracts for execution
• Provide additional support to other team members and department as needed
• Update JIRA vendor management tool as needed
• Submit attorney time reports via Seregenti system
• Track MCLE credits
• General administrative support
• 5+ years experience in an administrative role supporting multiple attorneys and/or paralegals
• Strong verbal & written communication skills
• Proven success supporting multiple attorneys
• Ability to thrive in a fast-paced environment
• Computer skills required include: SAP, Outlook, Excel, Word, PowerPoint, JIRA
• Answering phones, maintaining Outlook calendars and contact lists (including regularly scheduling meetings and calls across domestic and international time zones); faxing, photocopying, scanning, and mailing documents; booking travel; preparing expense reports; tracking matters and key dates; entering time in Serengeti
• Revising and redlining Word documents; drafting or revising and maintain records of legal correspondence; preparing evidentiary materials for cases; assisting in preparation of PowerPoint presentations; preparing and updating Excel spreadsheets (including data entry)
• Maintaining various files and filing systems for the supported attorneys
• Assisting in review, analysis and reconciliation of invoices and expenses billed by outside counsel and vendors
• Organizing, scanning, and entering Theme Park license agreements/data into eDocs
• Maintaining the license database of third-party licensors with up-to-date contact information in Microsoft Access
• Working with Main Files to retrieve records and contracts from storage, and
• Maintaining on-site records in an orderly fashion as well as calendaring meetings, scheduling conference calls, answering phones, word processing duties and ordering office supplies
• Secretarial background with a minimum of 3 years secretarial experience, preferably in the transactional or litigation practice of a large law firm or multi-national corporate legal department
• Experience supporting a number of legal professionals at one time and appropriately balancing priorities
• Task-oriented and able to track, prioritize and complete multiple tasks in a busy and energized environment
• Outstanding judgment and the ability to work with minimal supervision
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Serengeti and SAP
• Detail-oriented with superior organizational skills and willingness to maintain rigorous legal filing system
• Works well with a variety of people, including clients, vendors, staff, paralegals and attorneys
• 4-year degree (bachelor’s)
• Minimum 5 years administrative experience supporting executives in a corporate environment
• Disney experience preferred
• Foreign languages
• International experience, through relevant work experience in organizations with worldwide offices and/or through extensive living and/or travel outside the U.S
• Interest in corporate citizenship, especially philanthropy and community engagement
• Knowledge of Cybergrants, Charity Navigator and Guidestar
• Experience working with senior executives
• Excellent written, verbal, and interpersonal communication skills to assure successful interaction with all levels of employees and external contacts
• Strong interpersonal skills and the ability to work well in a team environment
• Strong professional demeanor and the ability to work seamlessly with the offices of senior management at Disney and with senior executives in non profit organizations and public agencies
• Demonstrated flexibility and professionalism in an environment where change is constant
• Enthusiastic attitude, strong work ethic, demonstrated desire to want to help
• Provide high level day to day administrative support to the EVP – Programming & Development, ABC Family
• Primary contact for all incoming calls and communication
• Manage heavy telephone contact with internal and external contacts
• Extensive scheduling of meetings and the maintenance of calendars and contacts
• Coordinate conference calls, meetings and events (e.g. book conference rooms, order meals, etc.)
• Prepare and type documents (presentations, itineraries, agendas, correspondence, etc)
• Assist in the preparation of meetings, presentations and reports
• Process expense reports via SAP and maintain and understanding of company expense policies
• Handle unsolicited material and inquiries
• Attend staff meetings and document agenda items discussed
• Book/coordinate travel
• Order office supplies and handle shipping requests as needed
• Distribute department mail
• Word/Excel/Outlook/PowerPoint experience
• Effective communication skills in both verbal and written form
• Independently researches a wide variety of information requests
• Organizes and maintains files of supervisor's correspondence and records, following up on pending matters. Has frequent access to highly confidential information and files
• Routes or answers routine correspondence not requiring supervisor's attention.Prepares routine letters and memoranda for principal's signature. 7. Prepares special reports, gathering and summarizing data. Prepares complex correspondence, reports, and presentations often using the most advanced office technology, including word processing, graphics and spreadsheets
• Organizes and expedites flow of work through supervisor's office. Initiates follow-up action
• May assign work to others. May coordinate hiring or secretaries and support staff
• Perform these and other duties as directed
• Manages schedule, calendar and meetings for President
• Manages and prepares documents including meeting agendas and presentation materials
• Partners and works extensively with internal departments and external vendors to provide and/or receive necessary information, materials, approvals, updates, etc
• Manages Travel and Expense for President (including understanding of company expense policies). Creates expense reports and reconciles credit card account
• Handles memberships and subscriptions for President; orders office supplies, snacks and beverages; and processes other electronic transactions
• Maintains files, coordinates pickup and delivery of materials as requested including scheduling courier and overnight services
• Creates a professional and positive environment for all who interact with the Office of the President
• Promotes teamwork both internally and externally, works exceptionally well with executives, staff, and external associates, visitors at all levels. Ability to tactfully manage President’s time, multi-task and communicates with authority
• Is accessible 24/7 via telephone and e-mail to handle urgent requests
• Assists with departmental tasks, including conference room requests
• Drafts correspondence and manages incoming/outgoing mail
• Coordinates VIP tickets and passes for guests, clients and key contacts
• Other miscellaneous duties and department projects assigned, including personal tasks and errands
• Minimum 5-7 + years administrative experience at senior management level within entertainment industry, preferably within The Walt Disney Company
• Excellent computer proficiency – Mac & Windows: Microsoft Word, Excel, PowerPoint
• Excellent and professional phone skills
• Ability to anticipate needs, be proactive, resourceful and flexible
• Ability to simultaneously handle individual tasks while maintaining perspective on the bigger picture
• Strong people skills, including the ability to work effectively with other executives, film makers, assistants and staff at all levels
• Effective communicator, both verbally and written
• Professional demeanor to serve as first point of contact for Office of the President
• Ability to operate on a shared desk and form a strong partnership with the other Assistant
• Knowledge of past and current Disney/Pixar films
• Bachelor’s Degree in Communications, English, Business Administration or Equivalent experience
• Minimum 3 years administrative experience
• Demonstrated computer proficiency with Outlook, PowerPoint, Word and Excel
• Demonstrated strong verbal and written communication skills and grammar skills
• Demonstrated strong follow through skills, with attention to detail
• Demonstrated strong organizational and time management skills
• Demonstrated ability to multi task and mange competing priorities
• Demonstrated initiative to take action to resolve issues, accomplish tasks, and improve efficiency
• Knowledge of SAP, SharePoint, and HR Policies and Practices
• Demonstrated administrative experience within the WDPR organization
• Ability to work in/support a team environment
• Demonstrated guest/client service skills
• Demonstrated strong relationship skills
• High School Degree or Equivalent
• Primary Admin support to Vice President
• Admin support responsibilities may include multiple executives; include VPs and/or Director level
• Provide general office management support to team, including the maintenance of supplies and handling of building occupancy related matters
• Participate in administrative team, providing backup to other assistants and contributing to common administrative duties
• On-board new employees, including physical and IT access, acquisition of appropriate equipment, providing general team and systems orientation, establishment of remote access and all other necessary functionality requirements
• Domestic and international business travel, including trip logistics and itinerary, meeting coordination
• Coordinate and support the planning of on-site and off-site events and meetings
• Assist with special projects and events as needed
• Minimum of 5 - 7 years providing executive level administrative support
• Minimum of 1 year using business management software (Ex. SAP, PeopleSoft)
• Answering multi line phones
• Distributing and following-up on documents
• Updating databases and lists
• Scheduling and preparing for meetings and handling calendar
• Proof reading and editing
• Managing document flow, including creating and maintaining files (electronic and hard copy)
• Other general administrative duties (processing mail, copying, etc.)
• Use of Microsoft office such as Word, Excel, and PowerPoint
• Word processing (composing and generating letters, memos and fax cover sheets)
• Miscellaneous duties as required
• Strong computer skills (Microsoft Word, Excel, Outlook and PowerPoint)
• Exceptional organizational and interpersonal skills
• Must be able to multi-task and prioritize to ensure that all assignments are completed in an accurate and timely manner
• Must be flexible – an ability to work well in an environment where needs and priorities are subject to much revision
• Common sense, dependability, discretion and attention to detail are required
• Must be a self-starter with a team-player attitude
• Excellent communication skills – written and oral (must have a professional and courteous demeanor)
• 1 – 3 years experience as an administrative assistant
• Industry experience preferred
• Development or Production company experience a plus
• Demonstrated computer proficiency with Outlook, Word, PowerPoint, Excel and SAP
• Proficiency test required for typing 40 WPM and for grammar skills
• Demonstrated verbal and written communication skills, as well as telephone etiquette skills
• Demonstrated strong decision making skills
• Demonstrated strong proofreading skills
• Minimum 2 years WDW professional administrative experience
• Proven knowledge of SAP & Casual Buyer
• Willingness to learn new software applications
• 3-5 years experience and strong user in Microsoft Office components (Outlook, Word, PowerPoint and Excel)
• Minimum of 5 years providing executive level administrative support
• Prefer 5+ years providing senior executive level administrative support in large organizations
• Prefer 3-5 years experience with SAP
• Organize events
• Casual Buyer
• A minimum of 2 to 3 years experience supporting a senior lawyer or executive
• Provide day-to-day administrative support to EVP/CHRO
• Coordinate/confirm all calendar matters, including internal and external meetings, establishing conference calls, and coordinating meetings over multiple time zones
• Provide additional administrative and office support such as answering incoming phone calls, detailing messages, distributing mail, filing, faxing, photocopying, scanning and tracking documents, data entry, word processing, and ordering supplies
• Assist with the creation of PowerPoint presentations (i.e. understand and translate information into most concise format, etc.)
• Interaction with various internal departments, external organizations, executive management, senior management, board of directors, and outside investors globally
• Event coordination/planning experience (able to plan and execute corporate events from beginning to end, i.e. annual shareholder meetings, board of director meetings, occasional off-site meetings)
• Handle all contact management tools/resources for EVP/CHRO
• Support basic office functions as required (i.e. maintain copy/supplies room, stock kitchen supplies, sort mail)
• Polished, poised, senior level Executive Assistant with a minimum of 7-10 years experience supporting senior executives within large, corporate environments
• Excellent knowledge of personal computers and their software applications; Microsoft Outlook, Word, Excel and PowerPoint; Mac applications, inclusive of Keynote
• Able to juggle multiple projects/tasks at once while remaining poised, calm, and low key
• Highly meticulous, extreme attention to detail, organized, approachable and friendly but assertive
• Understand and intuitively anticipate needs and demands for this key executive role
• Type 50 WPM+ accurately
• Ability to work as a team member and meet constant deadlines
• Availability to work overtime without prior notice
• Ability to handle highly discrete, confidential, and sensitive information
• Heavy phone contact
• Scheduling and coordination of conference calls
• Preparation of travel and expense for the two attorneys
• Preparation and review of documents, including word processing, editing, proofreading, converting, formatting and comparisons of various types of confidential documents
• Filing and organization of documents
• Distributions
• Legal or administrative secretarial background with a minimum of 3 years secretarial experience
• Advanced working knowledge of computers including current versions of Microsoft Word, Outlook, Workshare, Track Changes, Adobe Acrobat Reader and OCR Scanner
• Basic knowledge of Microsoft Excel and PowerPoint
• Familiarity with SAP is preferred
• Familiarity with e-Docs is preferred
• Strong proofreading skills
• Discreet with confidential information and documentation
• Self-starter mentality with the ability to take initiative
• Ability to be resourceful and flexible
• Professional demeanor and strong people skills including ability to work effectively as part of a team
• Cover all telephone and scheduling needs
• Book travel and process expense reports
• Attend staff meetings and participate and follow through as needed
• Manage special projects as required
• Build decks for presentations
• Knowledge of current children’s programming
• Must be self-motivated and have a take charge attitude
• Assistant experience at an executive level
• SAP experience
• Extensive diary management involving arranging meetings, video and telephone conference calls across different time zonesPro-actively checking and responding to emails, prioritizing and delegating actions and following up to ensure they are addressed/completed, dealing with confidential issues
• Coordinated internal/ external meetings and conference calls
• Handle phones calls
• Recorded and transcribed meetings
• Arranged complex international travel
• Processed expense and credit card claims
• Head of all secretarial/reception staff including recruitment, training them on presentation and research production and running their annual review appraisals
• Assisting with the set up of the London office
• Ordering stationery for the office and updated IT equipment
• Monitoring and approval of expenses claims
• Company secretarial services (agendas, minutes, companies' files and registers),
• Book-keeping and accounting of two companies, including invoicing, online banking, reconciliations, as well as managing external audits
• Researched and implemented insurance policies -contents, public and employee liability, health and travel
• Approved monthly invoices, maintained petty cash
• Preparing material for management committees and Board meetings
• Ability to prioritize under stressful situations
• Advanced project and time management skills
• Action oriented/proactive approach
• Exceptional telephone management skills and etiquette required
• Proactive; must take initiative in learning and applying new skills
• Advanced-level skills in Microsoft Outlook, Word and Excel
• Type and distribute letters, memos, and reports for Plant Manager and his staff from dictation and written work, plus compose those as required from confidential records and files
• Analyze reports and bring to attention of the Plant Manager, trends and variances from objectives
• Prepare and maintain graphs and presentations on items as directed by Plant Manager and his staff. Assist with preparation of data for forecasts, budgets, financial plans, etc
• Type ACTs and other confidential material for Plant Manager and his entire staff. Maintain records on ACT status, trace progress of it, and follow up
• Answer telephone for Plant Manager and his staff. Set up appointment schedules and keep appointment calendars in order. Handle incoming and outgoing mail, follow-up file, conference room schedule, vacation schedules, etc
• Arrange transportation, hotel accommodations, and expense money forms for Plant Manager and his staff. Keep office supplies on hand and order when needed. Maintain key cabinet and order keys when required
• Function as the intermediary between Plant Manager and his staff as well as other company personnel, with regards to answering routine questions, setting up appointments, scheduling meetings, requesting information, etc
• Perform miscellaneous typing for Assembly and Machine Shop Supervisors and their foremen, and Safety Specialist. Act as back-up typist for Engineering Department in preparation of Cost Summaries, White Papers, etc
• Prepare and coordinate presentations for internal and external use, utilizing Power Point and similar presentation packages. Work with graphic design as necessary to incorporate photographs, sketches, outlines, etc
• Reports to Plant Manager
• Frequent contact with corporate staff and their secretaries
• Frequent contact with other managers and their secretaries on matters relating to manufacturing activities
• Frequent contact with vendors and customers, via telephone and correspondence
• High School (Business College) with training in typing and filing
• Minimum of five years’ business office experience required
• Ability to prioritize and be efficient with all tasks
• Experience with Microsoft PowerPoint, MS Excel, MS Word, etc
• Shorthand or like is beneficial but not required
• Schedules meetings, distributes mail, fills catering requests, orders department supplies, takes meeting notes, logs, and fills out forms
• Manages expense reports, process timesheets
• Manages calendars, screens calls, makes travel arrangements domestic & international, sets up & maintains dept filing system, completes & tracks expense reports and purchase requisitions
• Coordinates & prepares office space for new employees
• Ensures department kitchen and snack machine is stocked
• Maintains confidentiality of highly sensitive information
• Answers department specific questions over telephone and redirects calls
• Acts as liaison for department
• Answers or directs complex questions in management’s absence
• Must be task-oriented with an excellent sense of priority, highly organized and capable of handling a number of sensitive and important issues simultaneously
• Working knowledge of operating office equipment
• Ability to proactively manage calendar tracking
• Knowledge of letter and report formatting
• Strong experience in managing expense reports both domestic & international
• Ability to interface with all levels of the organization
• Proven ability to multi-task
• Proven ability to be a self-starter
• Extensive knowledge of Software packages including
• Very good Business Vocabulary Skills
• Very good Business English Skills
• Very good Business Math Skills
• Very good Business Double-checking
• Understanding working in a creative environment
• Knowledge in entertainment field
• Must have HS Diploma or equivalent
• Primary Admin support to Senior or Executive Vice President
• Assist as back up support to Vice President(s)
• Periodically provide general office management support to team, including the maintenance of supplies and handling of building occupancy related matters
• May oversee casual, temporary or other Administrative staff responsibilities
• May lead small to medium projects or events as needed
• Minimum of 5-10 years providing executive level administrative support
• Operating Participants Business Development team – In charge of establishing relationships and negotiating leases and other agreements with third party tenants at our retail, dining and entertainment districts, participants within our theme parks, and participants within other areas of the Parks & Resorts property
• Strategy team – Responsible for the development of the tenant leasing approach and plan for retail, dining and entertainment tenants, and for establishing strategic context for Corporate Alliances in support of broader corporate initiatives at The Walt Disney Company
• Providing day-to-day administrative support to the Vice President - Operating Participants, Strategy, and Card Services
• Previous experience in executive administrative support or office management in a corporate environment
• Advanced computer and technical proficiency including but not limited to Microsoft Word, Excel, Outlook, and PowerPoint
• Demonstrated positive attitude with the ability to be proactive, resourceful and flexible
• Strong organizational and follow through skills with detail orientation
• Excellent written and verbal communication and interpersonal skills that ensure successful interaction with all levels of the organization including senior-level executives and their assistants
• Ability to take initiative and work with minimum supervision
• Experience with teleconference and video conference systems
• Ability to handle confidential information and exercise discretion and good judgment when managing sensitive issues
• Demonstrated knowledge of The Walt Disney Company
• Eagerness to learn the substance of the work in which the group is involved, in order to be an effective facilitator within the business unit
• Ability to work a flexible schedule as needed
• Support tracking, coordinating and managing meeting and activity schedules for the Controller and key team members
• Plan and organize travelling and logistics arrangements including visiting executives
• Prepare and submit travel and expense reports timely
• Coordinate and follow up key activities related to Controllership team and with other LOBs
• Liaise and communicate effectively within Finance and other LOB partners locally in Shanghai
• Disney Resort and also among managers and partners in the US
• Support team administrative tasks like stationery management
• Support the development and preparation of executive level communications utilizing
• Microsoft PowerPoint, Excel and Word as needed and to handle simple translation of documents
• Set up effective filing system for the team
• Back up other executive assistants if needed
• Bachelor’s degree or above, major in administration or secretary is preferable
• 3-5 years of experience in administrative assistant or executive assistant in multi-national company
• Proficiency in Microsoft Office tools such as Outlook, Word, Excel, PowerPoint and Lync
• Ability to work under pressure and handle multiple priorities without jeopardizing quality
• Ability to work well in a team environment, to collaborate and interface with team members internal and external to the organization
• Proficient in spoken and written Chinese and English
• Mature, credible and strong interpersonal skillsProactive, self-motivated, and culturally sensitive
• Flexible and embraces diversity of job tasks/varieties
• Natural curiosity and desired to learn
• Good knowledge of the finance industry sector
• Well organized, mature, independent, and able to work under pressure in a fast moving environment
• Enthusiastic team player
• Eager to get involved and fully participate in the team - “can do" attitude
• Time management - ability to prioritize
• High degree of common sense and a willingness to assume responsibility
• Sense of confidentiality
• Good knowledge of Word, Excel, PowerPoint and Microsoft Outlook
• Diary management including scheduling meetings, appointments and conference calls
• High level travel arrangements including arranging flights, hotels, visa and transport
• Documentation preparation and expense claim processing
• Maintaining proper filing and record
• Assist in daily office operations and other ad-hoc duties as required
• Minimum of 5 years experience in a similar role supporting senior manager within International Banks or Law firms. Team support experience is highly preferred
• Proficient in Microsoft Office including Word, Excel and PowerPoint
• Excellent communication skills including fluency in English. Must be able to communication with internal and external contacts
• Well organized and detail minded person with good interpersonal skills
• Mature and proactive approach to work
• Types and proofs a variety of correspondence, forms, documents, memoranda, and reports in an accurate and efficient fashion. Typically uses word processing equipment or a personal computer
• Answers telephones, routes call, takes messages and/or provides information in accordance with the department or university policy
• Operates electronic mail systems and coordinates the flow of information, both internally and externally
• Schedules and confirms meetings and appointments for supervisor or department staff
• Orders and maintains office supplies as necessary
• Performs a variety of clerical duties, e.g., photocopies, collates, distributes, mails, faxes, files, delivers and/or picks up materials from on or off-campus
• Heavy telephone contact with internal and external contacts
• Process expense reports
• Keynote/ Final Cut Pro
• Provide a wide variety of administrative and staff support requiring high-level analytical and organizational skills to departmental executives
• Prepare correspondence, reports, and data tables of an advanced nature. Compose memos and other types of correspondence for departmental executives. Perform project-oriented assignments for department to include researching data, compiling information, and prepare formal results on results and recommendations
• Receive and screen visitors and phone calls; resolve issues as appropriate or relay messages / notify manager. Prepare and maintain budget for department. Compile data into submission format for executive; monitor budget and report variances to executive. Coordinate the preparation and maintenance of records, statistics, and reports pertaining to department operations, issues, etc
• Prepare and arrange business presentations, management letters, and other communications ensuring materials are prepared in a timely and professional manner
• Coordinates all travel arrangements and prepare business itineraries
• Serve as liaison between senior management and Bank personnel, respond to questions and/or issues on organizational and departmental matters. Handle a wide variety of situations and conflicts involving the day-to-day activities and operations of the department
• Coordinate new hire onboarding for the Commercial Bank Team. Coordinate the preparation of the Directors Advisory Council Meetings, and compile all necessary documents for submission to Corporate Secretary Office. Plan and coordinate various client and employee events. Assist with the management of floor plans for 5 Philadelphia Region Offices and special projects as needed
• May supervise or coordinate the workload for clerical/secretarial staff, planning and organizing daily workflow, as well as performance appraisals input, hiring and termination
• Bachelor's degree or in lieu of degree, four years equivalent in work experience
• Minimum four years' progressive secretarial/administrative experience
• Minimum two years' demonstrated work leadership experience
• Highly skilled with current standard word processing, spreadsheet, presentation, and database software and programs
• Strong administrative/project ability
• Ability to use independent judgment, discretion and maintain confidentiality on Bank matters
• Ability to communicate effectively and professionally with all levels of personnel
• Strong knowledge of Bank's organization, policies and procedures
• Providing administrative and project support as required
• Maintaining calendars and answering phones
• Data entry – maintaining and updating records
• Make all travel arrangements and prepare travel & expense reports
• Handling internal and external correspondence
• Arrange meetings/conferences/events
• Liaison with internal and external contacts
• Conduct project-based economic research for Finance team
• Assist IT and Operations departments with administrative projects
• Help facilitate the training and implementation of finance, travel, technology and operation initiatives
• General duties: typing, filing, copying, faxing, ordering supplies, and ad hoc projects are needed
• Two years' experience providing administrative support to executives and/or experience working in a fast-paced theatrical production office
• Ability to set priorities and manage deadlines
• Superior organizational, written and communication skills
• Excellent verbal and interpersonal skills
• Must have strong PC skills (Excel, PowerPoint, Word, Access and Outlook)
• Work experience in entertainment/theater industry preferred
• Knowledge of SAP a plus
• S&P's role is first and foremost to support its stakeholders across the company's business and to develop strong relationships with suppliers. As a result, a focus on serving stakeholders and connecting with suppliers is key in the day-to-day of the organization
• Given S&P's international team composition, interest in and experience with cross-cultural interactions is important
• In addition to being a representative for the SVP toward stakeholders and suppliers, this role also critically supports the SVP in connecting with and being available and responsive to team members from around the world
• International experience, through relevant work experience in organizations with worldwide offices
• Disney Experience
• Maintaining and coordinating Outlook calendars for three attorneys and one paralegal, being proactive at mitigating scheduling conflicts
• Working with Microsoft Word documents, including complex formatting, multiple redlining and version control
• Screening telephone calls and forwarding as appropriate. Requires developing comprehensive organizational knowledge and exercising judgment regarding appropriate actions
• Maintaining accurate and organized files for the team using File Maker Pro for the hard copy file room and edocs for electronic filing
• Maintaining accurate and organized databases on SharePoint
• Ordering office supplies and organizing the supply storage area
• Producing and maintaining expense reports for three attorneys and one paralegal
• Typing, copying, and faxing for three attorneys and one paralegal as needed
• High level of proficiency in Microsoft Word, Outlook, Excel and PowerPoint
• Detail-oriented and strong organization skills with the ability to multi-task effectively
• Solid judgment and the ability to exercise discretion when handling sensitive matters or calls
• Experience supporting multiple executives
• Strong general computer skills
• Experience supporting executives in a major corporate environment
• Legal experience
• General Internet research skills
• Office Administration – Includes answering phones, handle incoming and outgoing mail, purchase office supplies, maintain office equipment, provide needed forms for Cast and responding to Cast Member questions. Onboarding/off-boarding of cast members. Schedule meetings (date, time & location) with necessary equipment and conference calling tools for management team as needed. Maintain Cast Member information spreadsheets for Management (ex: Sick line/log, work schedules, contact information). Perform other duties as assigned by the Manager
• Reports – Run, maintain SAP reports for Management (ex: Labor Utilization, Meal pay/Clock and office supply purchasing)
• Payroll – Assist with any and all payroll concerns or questions for Management
• Back up support – Assist teams with administrative support as needed (ex: phone/vacation coverage)
• SAP/eSource purchasing background
• Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint)
• Independent decision maker capable of working with limited direction
• Ability to work under pressure and maintain a professional demeanor in a fast paced and constantly changing environment
• Ability to multi task and manage multiple work streams
• Ability to provide excellent customer service to all types of internal customers and schedule work performed by the department
• Ability to interact with Executives and other administrative support
• High School or GED and 1-2 years of experience
• Maintaining and organizing files and documents (both electronic and paper)
• Answering telephone calls
• Maintaining multiple calendars
• Scheduling meetings
• Maintaining status charts of pending matters
• Preparing expense reports
• Attending meetings and capturing substantive issues and action items for follow-up
• Preparing and revising a variety of legal documents
• Preparing correspondence to both internal and external contacts
• Photocopying, scanning, faxing, and distributing documents
• Collecting tax and other documents from talent; research
• Creating and maintaining attorneys’ contacts directory
• Overall production legal assistance
• Coordinating with Studio Contract Administration, etc
• Contributing to special projects, as assigned, as well as overall departmental efficiency
• Coordinating with the other department administrative assistants
• Liaison with internal and external contacts (Feld Entertainment, Pixar, Animation, Character Voices, etc.)
• Handling and securing house seats for theatrical events
• General duties: typing, filing, copying, faxing, ordering supplies, reconciling credit card and ad hoc projects as needed
• 2 years’ experience providing administrative support
• Must have strong PC skills (Excel, PowerPoint, Final Draft, Word and Outlook)
• Outstanding Customer Service
• Excellent Telephone Manner
• Organisational Skills
• Bachelor’s degree in Secretary, Business Administration, Marketing or related fields
• 5-8 years of experience working as an Executive Assistant with either senior executive or manager at all levels preferably from financial industry
• Experienced with managing busy schedules, both internal meetings and external meetings
• Able to coordinate across multiple business groups to ensure effective and efficient results
• Work prioritization and time management for Director to ensure balance workload and flexibility
• Able to speak, read and write in both English & Bahasa fluently
• Flexible in schedule, responsive and proactive
• Microsoft Office skills especially Excel, PowerPoint & Word (preferably intermediate level)
• High level secretarial support to Senior Executives within the team
• Coordinate travel arrangements including visa application, flight schedules, booking tickets and hotel accommodation
• Expense claims processing and reimbursement
• Assist with documentation, presentation and report preparation
• Record and filing management
• Assist in office daily operations
• 8-10 years experience within Banking or Financial Services supporting Senior Executives
• Excellent communication skills -must speak fluent English and conversational Mandarin
• Mature minded, team player with a strong sense of responbility
• Proficient in MS Office applications
• Must work well under pressure
• Must work well in a team environment
• Able to retain information
• Prior experience in film publicity, marketing or promotions is preferred, but not required
• Provide a wide variety of administrative and staff support requiring high-level analytical and organizational skills to departmental executives. Administer programs, projects, and assignments specific to department
• Prepare correspondence, reports, and data tables of an advanced nature. Compose memos and other types of correspondence for departmental executives
• Perform project-oriented assignments for department to include researching data, compiling information, and prepare formal results on results and recommendations
• Prepare and maintain budget for department. Compile data into submission format for executive; monitor budget and report variances to executive. Coordinate the preparation and maintenance of records, statistics, and reports pertaining to department operations, issues, etc
• Schedule appointments and maintain calendar for managers. Coordinates all travel arrangements and prepare business itineraries
• Serve as liaison between senior management and Bank personnel; respond to questions and/or issues on organizational and departmental matters. Handle a wide variety of situations and conflicts involving the day-to-day activities and operations of the department
• Bachelor's Degree, or in lieu of a degree a minimum of 4 years work experience
• Minimum of four (4) years progressive secretarial/administrative experience
• Minimum of two (2) years demonstrated work leadership experience
• Strong experience with MS Office suite including Word, Power Point and Excel
• Answering phones, maintaining Outlook calendars and contact lists, faxing, photocopying, scanning, booking travel, preparing expense reports, scheduling meetings and calls across domestic and international time zones, outside counsel matter management and attorney time entry in Serengeti, presentation preparation
• Revising and redlining legal documents, preparing and maintaining department-wide queue of all open agreements being negotiated
• Maintaining various comprehensive legal filing systems for the supported attorneys and executed agreement tracking systems
• Maintaining chron files and executed agreement files; maintaining and updating ongoing project status in a timely fashion
• Working closely with vendors, clients, attorneys and paralegals to manage the signature and tracking process for a large quantity of legal documents
• Legal secretarial background with a minimum of 2 years secretarial experience, preferably in the transactional practice of a large law firm or multi-national corporate legal department
• Excellent oral and written communication skills with the ability to work with minimal supervision
• Ability to anticipate needs; be proactive, resourceful and flexible
• Proficient with Mac OS and mobile platforms including iOS and Android devices
• Communication skills: emails, calendar management and telephone
• Office Administration – Includes answering phones, handle incoming and outgoing mail, purchase office supplies, maintain office equipment. Provide guidance and assistance for Cast Member questions. Support team with preparation of presentation materials, accurately create Manager and Cast schedules
• Schedule, organize and arrange safety meetings, rally’s and celebrations
• Ability to work under pressure and maintain a professtional demeanor in a fast passed and consistently changing environment
• Demonstrates strong organizational skills and attend to detail
• Demonstrates time management and follow-through skills
• Demonstrates problem solving and decision making skills
• Ability to interact with all levels of the organization
• Ability to provide excellent customer service to all types of internal & external guests
• Knowledge of DIME/Daylight
• Understanding and knowledge of Workbrain
• Strong computer skills; familiar with Microsoft office products to include Word, PowerPoint and Excel
• Knowledge of SAP
• Provide day-to-day administrative support to the Senior Vice President / Chief Security Officer, Security
• Act as first point of contact for the department and right hand to the SVP
• Coordinate on-site and off-site events
• Lead a team of assistants
• Perform administrative duties including, but not limited to, screening and routing phone calls, managing calendars, processing invoices and expense reports, scheduling meetings requiring significant coordination and follow up, and ensuring timely and effective communications
• Provide additional office support such as distributing mail, filing, faxing, photocopying, scanning and tracking documents, data entry, ordering supplies, and processing purchase orders
• Create PowerPoint presentations
• Support preparation of monthly reports entailing heavy word processing and strong organizational skills
• Interface with various Disney departments and external organizations
• Provide SVP with miscellaneous support and occasional personal assistance
• Minimum of 5 years administrative experience supporting senior level executives in a corporate environment
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Internet Explorer, internet-based research and SAP
• Strong filing skills
• Effectively work in a team environment
• Ability to handle confidential information, exercise good judgment and use discretion
• Proven ability to work with limited supervision
• A self-starter - ability to anticipate issues and proactively problem solve
• General knowledge and/or experience in the security industry
• Prior experience at Disney
• Comfortable speaking in front of groups
• SAP Casual Buyer and T&E Proxy
• Eagerness to learn the substance of the work in which the Senior Vice President is involved, in order to be an effective facilitator within the business unit
• Preferred for individual to be on crisis management team – position transitions into Site Coordinator
• 2 years of experience in an administrative or clerical role within the healthcare setting
• Experience with Microsoft Word and Microsoft Excel
• Ability to handle high volume of work and inquiries
• Minimum 3 years secretarial experience
• Self-motivator and strong follow-through skills
• Demonstrated strong organizational skills with attention to detail and ability to handle multiple priorities
• Ability to prioritize and manage time and resources
• Demonstrated computer proficiency within a Windows environment (Word, Excel, Outlook, Powerpoint)
• Preparing VIP reservations for TWDC and external company executive
• Ability to develop and maintain a positive working relationship with cast members, clients and operating areas and fostering a team environment
• Demonstrated problem solving skills, as well as continuous improvement process skills
• Knowledge of SAP system helpful
• Ability to work alone with little or no supervision
• Demonstrated strong presentation skills
• Excellent knowledge of personal computers and their software applications; Microsoft Outlook, Word, Excel and PowerPoint
• Excellent communications and interpersonal skills; excellent people and project management skills as well as the ability to communicate clearly with administrators, and executives
• Able to work non-standard, flexible work hours as needed; willingness to serve in an “on-call” capacity
• Demonstrate unrelenting focus on understanding and anticipating the stated and unstated needs of the CFO
• Self-motivated with a strong work ethic; dedicated to quality, quantity, and timeliness of results; 100% reliable in tracking, communicating, and completing all business and personal tasks in a timely and efficient manner with little to no direction
• Acute attention to accuracy and detail in all aspects of responsibilities
• Provide a wide variety of administrative and staff support requiring strong organizational skills in a fast paced environment
• Prepare and edit correspondence, reports, presentations and spreadsheets of an advanced nature. Ensure copies and distribution of materials is disseminated to appropriate personnel in a timely and professional manner
• Compose memos and other types of correspondence for department senior managers
• Perform project-oriented assignments for department to include researching data, compiling information, and preparing results and recommendations
• Compile data into submission format for executive; monitor cost center budget and report variances to executive
• Serve as liaison between senior management and Bank personnel; respond to questions and/or issues on organizational and departmental matters
• Maintain supply inventory for the department
• Maintain computer replacement database for department personnel
• Contact Building services as needed for floor maintenance
• Serve as compliance training coordinator for the department
• Maintain floor printers including toner inventory, initiate service calls and ensure paper this filled each day
• Process vendor invoices for payment on a timely and accurate basis
• Provide auxiliary support for Chief Marketing Officer
• Incumbent is responsible for performing high-level administrative/project assignments, relieving senior management of many of the day-to-day operations and ensuring smooth functioning of department. Contacts are generally both internal and external
• Minimum of 4 years of progressive secretarial/administrative experience
• Minimum of 2 years of demonstrated work leadership experience
• Strong administrative skills including use of office equipment
• Especially suited for multi-taskers who are good at juggling tasks, staying organized and prioritizing tasks
• A great team player
• A desire to show initiative
• Provide direct daily administrative support to SVP and two Directors, Business Affairs & Legal Counsel
• Prepare memos, letters, reports, spreadsheets, and other related correspondence
• Collect, compile and prepare status, tracking, and summary reports
• Able to use/create and manage workable filing system(s)
• Specific clerical tasks include, but are not limited to: phone coverage, coordinating conference calls and meetings, maintaining calendars, preparing expense reports and check requests, making travel arrangements, ordering supplies, shipping, copying, faxing, and filing
• Ability to read contracts and assist in preparing/redlining/editing/proofing of documents
• Assist with/manager special projects
• Handle research tasks
• Provide primary support for all Business Affairs/Legal Counsel executives in connection with gathering information to respond with legal comments to draft press releases
• Minimum 3 years administrative experience (providing support at the executive level) in either Business Affairs or Legal Affairs at a studio, network or law firm
• Self-starter with ability to handle multiple, high priority tasks in an organized fashion within a fast-paced work environment
• Strong organizational, time management and communication skills
• Must have computer proficiency with Microsoft Word, Excel, Outlook, Hummingbird and Filemaker Pro
• Able to keep and maintain confidential information/documentation
• Strong computer and organization skills
• Diplomacy and precise attention to detail
• Minimum 5 years administrative experience in either business affairs or legal affairs at a studio, network or law firm
• Administrative experience within any of the business affairs or legal departments within The Walt Disney Company
• Proven knowledge of Walt Disney Company policies and procedures
• Strong SAP skills in Travel and Expense
• Proactively manage diaries as required. Arrange internal and external meetings, book meeting rooms, catering and equipment
• Prepare Word, PowerPoint and Excel documents, including letters, meeting notes, reports, presentations and talk books
• Organise the printing and binding of documents and order business cards
• Organise all business travel and accommodation and assist with the completion of travel visa applications where necessary
• Enter and maintain client information on internal databases e.g. CRM
• Prepare client fees and other financial administration as required
• Deal with any IT, voice and data requests/queries as required
• Ensure all filing systems and archive records are accurate and up to date
• Build a good working relationship with the different teams you are supporting
• Deal with outgoing and incoming post, distributing and highlighting urgent post where necessary
• Carry out any other ad hoc office based administrative tasks as and when required
• Good time management and organisational skills with an ability to work under pressure and to tight deadlines
• Knowledge of IT to include Microsoft Word, Excel, PowerPoint and Outlook
• A good standard of written English (spelling and grammar) in order to proof read and draft written correspondence
• Ability to use own initiative to provide an effective support service
• Display tenacity and a high level of pro-activity
• Excellent communication and team working skills to liaise effectively with internal staff and clients
• 3-5 years of experience and proficient in Microsoft Office components (Outlook, Word, PowerPoint and Excel)
• Comfort with social media and collaboration applications
• Strong organizational skills , follow up and follow through are required
• Service orientated approach
• Prefer 1-2 years of experience with SAP
• Prefer experience with Video TeleConferencing (VTC) equipment and Applications (WebEx, Bluejeans, MS Lync)
• Prefer 2 years providing administrative support in Human Resources
• Answer phones, process incoming and outgoing mail, purchase office supplies, maintain office equipment, and process expense reports
• Schedule and coordinate monthly safety team meetings, medical surveillance testing (audio, lead & respiratory) and training activities (Electrical workplace safety classes, compliance training)
• Prepare and maintain reports for Management and Hourly Craft (ex: Labor Utilization, Meal pay/Clock and office supply purchasing)
• Assist with any payroll concerns or questions for Management and Hourly Craft (ex: Salaried 3rd shift differential, Craft pay rate concerns)
• Assist Cast Members with completing & submitting requests for repairs and replacements of radios, phones & mobile devices
• Serve as Point of Contact for the Team for any inquiries internally and externally
• Planning and execution of Reward and Recognition events
• Record keeping and maintenance
• On-boarding/moves/separation of Cast Member
• Processing of benefit paperwork (vacation, sick, jury duty, etc)
• Manage multiple Priorities and make independent on-the-spot decisions to ensure the smooth and efficient operation of the department
• Ability to handle multiple projects simultaneously and deliver quality, timely work products within very tight deadlines
• Strong computer skills with knowledge of Microsoft Office products to include Outlook, Word, PowerPoint and Excel. Have the ability to learn and use other software packages
• Knowledge of Enterprise Resource Planning systems, SAP preferred
• Will assist program manager with coordination of department events and meetings such as continuing medical education courses and continuing education courses
• Will assist program manager with outreach and marketing efforts
• Will initiate reimbursements (DVQEs) through use Kuali system and order supplies via eMarket
• Will sort incoming mail
• Will assist new hires and temps with IT set up, etc
• Will maintain the department marketing supplies including published materials
• Compose memos or correspondence of a routine nature for executive
• Receive and screen visitors and phone calls, relay messages or notify manager
• Handle routine issues / questions
• Research, create, and arrange business presentations, management letters, and other communications ensuring materials are prepared in a timely and professional manner
• Prepare and generate routine standard and ad hoc reports using Excel, Access or other departmental software
• Coordinate the unit / department budget ensuring information is accurate
• Serve as liaison between managers and Bank personnel, responding to questions and/or issues on organizational and department matters. Handle routine matters in executive's absence
• Composes a variety of correspondence and memoranda from verbal directions or from knowledge of departmental policy or procedures
• Maintains appointment calendar(s). Schedules and confirms meetings and arranges for travel, facilities, equipment, parking, refreshments and other related details
• Attends meetings. Takes and prepares minutes for review by supervisor prior to distribution
• Makes travel and lodging arrangements for supervisor or department staff
• Answers telephones, routes callers, takes messages and provides routine information to clients or customers
• Assists supervisor in the collection of various materials and data for special reports and special projects, such as budget preparation
• Provides assistance in the day-to-day administration of department
• Participate in patient “navigation” which is a combination of help desk support combined with caring customer service
• Compile weekly metrics reports in the form of Excel spreadsheets through the clinic’s EMR
• Maintain EMR data entry and clean up
• Provide administrative support as needed for to 3 managers
• Assist with managers’ business schedules, travel reservations, etc. as needed
• Scheduling office meetings and functions including multiple calendars, space, meals, etc
• Maintain a well-organized department Including office supplies and breakroom area, order supplies when needed
• Handle incoming and outgoing mall, shipments, and packages
• Assist with office projects as needed, including (but not limited to), online research, document creation, reports, maillings, and occasional local errands
• Contribute to clinic success by suggesting process improvements when observed
• Act as a liaison with other University departments
• Other duties/projects as assigned by the Director of Operations
• Completely fluent in written and spoken English. Bilingual Spanish a plus
• Excellent spelling, grammar, and math skills
• Familiarity with HIPAA guidelines, and electronic medical records systems
• Intermediate to advanced computer skills Including MS Office 2013 (Word, Excel, PowerPoint)
• Typing speed of 5O wpm with little to no errors
• 1 year of experience in basic troubleshooting/help desk support to guide patients and staff in computer usage
• Positive attitude; ability to adapt to changing priorities and simultaneous requests for assistance
• Maintains the calendar for the Operations Manager
• Handles weekly schedule for Shows and Atmosphere, time sheet tracking and compiling various departmental reports
• Performs purchasing functions, including creating P.O.s, paying approved invoices, vendor set-up, maintaining Procurement Card files, etc
• Answers telephone and responds appropriately to written/verbal inquiries as needed
• Facilitates assigned projects as requested my management
• Researches information as needed
• Applies knowledge of departmental policies and procedures (including systems/technology), and utilizes a general understanding of other departments' functions
• Assist with special projects and presentations
• Schedules and maintains calendar of appointments, meetings, and travel itineraries and coordinates related arrangements
• Prepares/composes correspondence, memoranda, and reports, as directed
• Open and distribute department mail
• Maintain filing system
• Other division-specific responsibilities as assigned
• Specialized requests: i.e. computer, pagers, blackberry, phones, carts, conference rooms
• Demonstrate ability to multi-task and deliver quality, timely work within tight deadlines
• Ability to interface with other Executives and their assistants
• Strong administration, time management, organizational and planning skills
• Able to be proactive, resourceful, and partner with supporting areas and clients
• Strong verbal, written, and listening communication skills
• Enjoys working in a team environment
• Flexible in adapting to demands of an ever-changing, fast-paced environment; able to identify challenges, make decisions and implement solutions without supervision
• Proficiency with Microsoft Suite
• Knowledge of Disney policies, organizational structure, and nomenclature
• Minimum 2 years secretarial experience or equivalent
• Demonstrated organizational and time management skills
• Demonstrated computer proficiency with a Windows environment
• Demonstrated strong SAP, Maximo, Business Objects, MAD programs
• Demonstrated strong Guest Service skills
• Demonstrated strong proofreading skills and ability to handle confidential information
• Demonstrated problem-solving skills and continuous improvement process skills
• Demonstrated strong negotiating and influencing abilities
• Demonstrated strong networking skills
• Super user in SAP ordering and expense reports
• Proven knowledge and understanding of Walt Disney World policies and procedures
• Certified Professional Secretary (CPS) accreditation
• Compile data into submission format for executive. Coordinate the preparation and maintenance of records, statistics, and reports pertaining to department operations, issues, etc
• Coordinate setting up of departmental and leadership offsite meetings, employee engagement activities
• Create and maintain efficient filing system to ensure quick and easy access to information for departmental executives
• May supervise or coordinate the workload for clerical/secretarial staff, planning and organizing daily workflow, as well as input on performance appraisals and hiring
• Minimum of four (4) years progressive secretarial or executive support experience
• Strong time management / organizational skills
• Strong administrative/project management ability
• Ability to use independent judgment, discretion and maintain utmost confidentiality on Bank and personnel matters
• Ability to manage multiple assignments/projects simultaneously
• May also take and transcribe notes, shorthand and/or dictation
• Handle routine matters in executive's absence
• Contacts may be both internal and external
• A minimum of three years' progressive secretarial experience
• Working knowledge of current standard word processing, spreadsheet, and presentation software
• Ability to use independent judgment, discretion, and maintain confidentiality on Bank matters
• Provides day to day administrative support to VP, Creative Affairs and Director, Development which includes handling telephone calls, calendar management, travel arrangements, expense management, scheduling appointments and interviews, and coordinating meetings and conferences
• Develop familiarity with all projects in development and names of all relevant people involved with each project
• Track incoming pitches and the related communication process
• Keep track of up and coming talent on digital video sharing sites
• Develop familiarity with recruiting department, names and skills of potential talent, and potential recruiting needs of productions
• Provide coverage for SVP, Original Series when needed
• Ability to analyze and problem solve both technically and creatively
• Pop culture knowledge and affinity for animation, television, film, comics, video games, and new media
• Familiarity with online video sharing and social media sites like YouTube, Vimeo, Vine and Tumblr
• Ability and affinity to working in group/team atmospheres
• Must be able to contribute ideas and solutions in a creative group atmosphere
• Demonstrated computer proficiency in Microsoft Word, Excel, PowerPoint, Outlook (calendar and email) and SAP, with willingness and aptitude to learn new things
• Demonstrated strong organization and time management skills
• Ability to work with confidential information
• Proven ability to build effective working relationships with all levels, fostering a team environment
• Manage multiple calendars, scheduling meetings requiring coordination and follow up, including the coordination of conference calls and web-based meetings
• Screen and route phone calls
• Prepare and follow up on team members expense reports
• Process invoices, purchase orders and order office supplies
• Make travel arrangements for team members (domestic and international) including trip logistics, itinerary, meeting coordination, remote support when out of the office
• Provide additional office support such as distributing mail, filing, faxing, photocopying, scanning and tracking documents, data entry, word processing, creating professional documents using Mircrosoft Office
• Provide backup to other assistants and contribute to common admimistrative duties for the department
• Coordinate with multiple areas to schedule and manage visiting (domestic and international) Cast itineraries and travel arrangements
• Coordinate the on-boarding of new employees including physical and IT access, acquisition of appropriate equipment, providing general team and systems orientation, establishment of remote access and all other necessary functionality requirements
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint, SAP, Internet Explorer and internet-based research
• Proficient in SAP Casual Buyer, Travel & Expense and Personnel functions
• Demonstrated clerical and administrateive skills in a role supporting multiple managers, ability to take direction from multiple leaders
• Excellent written, verbal, and interpersonal communication skills to assure successful intereaction with both internal and external partners at all levels
• Demonstrated strong partnering skills and work well in a team environment
• Demonstrated strong organizational, time management, and follow-through skills with attention to detail
• Previous Disney experience, proven knowledge of Walt Disney Company policies and procedures
• Knowledge of Walt Disney Parks and Resorts Global Marketing and Sales
• Bachelor's degree in any related field. Graduate from secretarial school is preferred
• Having at least 1 years working experience in assisting executives in documentation and various dimension. New graduates are also welcome
• Proficient in English (both writing and speaking)
• Computer literacy in MS Office
• Organized and pay attention to details
• Service-minded, good interpersonal and communication skills
• Primary Admin support to Executive Vice President
• May oversee casual, temporary or other Administrative staff responsibilities Planning, coordination of travel and events
• Coordinate and support the planning of on-site and off-site events and meetings May lead small to medium projects or events as needed
• Communication & Correspondence - Interface with various internal Disney departments, Executives and business units
• Dept in communicating (written and verbal) with Executive and Senior Executives Post, update and maintain documents to SharePoint and Backlot sites
• Daily touch bases will take place to review information and schedules
• May oversee other Administrative work performed by casual, temporary employees or other Administrative staff. May lead or participate in larger-scale projects, requiring weekly, monthly or quarterly touch base meetings
• BS/BA or equivalent preferred
• Must have a High School Diploma or an equivalent combination of education, training, and experience
• Must possess a minimum of 1 year of Secretarial / Administrative experience
• Typically possesses 3 years of secretarial or administrative experience
• Must have the ability to maintain a high attention to detail and quality of work
• Creates and maintains charts, graphs, spreadsheets and databases on a personal computer
• Operates electronic mail systems and coordinates the now of information, both internally and externally
• Oversees equipment and office supply inventories and initiates or approves service requests and supply orders
• 3 years of Secretarial / Administrative experience
• Knoweldge of University operations, policies and procedures
• Fluent in another language would be beneficial (Spanish, French, …)
• Able to function independently and proactively manage busy executives
• Prefer 3-5 years experience with SAP. Casual buyer experience to raise POs and goods receipt
• Previous secretarial experience in a professional services environment
• Proven ability to be able to work under pressure to tight deadlines
• Ability to show initiative and establish positive working relationships with colleagues
• Self-motivated and proactive
• Excellent organisation and administration skills
• Excellent attention to detail and accuracy
• Good working knowledge of Word, Excel, Powerpoint and Outlook
• Manage calendar schedule and ensure executives are timely for their meetings
• Set up business travel arrangements
• Prepare executives’ expense reports and supporting documentation and purchasing requests through SAP in a timely manner
• Prepare executive meetings for connectivity (including VTC, dial-in)
• Organize team events, including all-hands and team building events
• Work with facilities, reception, and IT to ensure all team needs are addressed including new hires
• Order office supplies as needed through SAP through the Casual Buyer role
• Maintain good understanding of travel and expense policies and advise team
• Create and update reports based on information submitted by executive and/or team leads
• Maintain database and critical project information as needed and take a lead role in the operations supporting HR Communications
• Research information as needed and requested by VP
• 3-5 years of experience managing senior level executives in a fast-paced, work environment
• Intermediate to advanced level skill with Microsoft tools (MS Office), Keynote, and SAP
• Proven ability to handle confidential and sensitive information with discretion
• Proven ability to work well with other assistants
• Demonstrated ability to prioritize and meet deadlines in a fast-paced environment
• Demonstrated ability of detailed planning, time management and organizational skills
• Exceptional written, verbal, and interpersonal communication skills
• Ability to act as a team player and to interact with all levels of employees and clients within and outside the organization
• Knowledge of the Walt Disney Company preferred
• Willingness to work off-hours when situation demands (e.g .– crisis situation, special events)
• Prepare correspondence, reports, and data tables of an advanced nature
• Compose memos and other types of correspondence for departmental executives
• Bachelors degree, or in lieu of a degree a minimum of four (4) years work experience
• A minimum of four years' progressive secretarial/administrative experience
• A minimum of two to three years demonstrated work leadership experience
• Minimum 3 years experience Administrative Support
• Proven knowledge and expertise in Microsoft Office software
• Willingness and technical savvy to quickly learn and become proficient in new software applications (existing and custom as these come online) and business technology (mobile and other typical computing devices)
• Demonstrated strong interpersonal, partnering, and networking skills
• Demonstrated verbal and written communication skills, including proofreading, and telephone etiquette
• Proven strong organizational and time management skills with attention to detail and demonstrated follow through
• Demonstrated ability to multi-task and deliver quality, timely work within tight deadlines
• Demonstrated strong problem-solving and decision-making ability as well as continuous improvement process skills
• Proven ability to maintain confidential information that impacts Guest/Cast, external and internal partners
• Demonstrated ability to take the initiative in finding answers and solutions to complicated questions from contacts both known and discovered
• Minimum 3 years Administrative Support experince
• Proven knowledge in SAP Casual Buyer Applications
• Communication Skills; Email / Calendar Management / Telephone
• Office Administration – Includes but is not limited to answering phones, handle incoming and outgoing mail, purchase services, equipment, and office supplies, coordinate travel arrangements, coordinate catering and events, maintain office equipment, provide needed forms for Cast Members, respond to Cast Member questions, and prepare expense reports. Support team with preparation of presentation materials as requested, accurately schedule meetings (date, time & location) with necessary equipment and audio/video conference calling tools. Perform other duties as assigned by the Manager
• Back up support – Assist teams with administrative support as needed (ex: phone/vacation coverage), including back-up support to Executive Secretary
• Strong adherence to confidentiality and diplomacy
• Ability to work under pressure and maintain a professional demeanor in a fast-paced and constantly changing environment
• Experience and comfort actively performing the Casual Buyer role in SAP
• Ability to provide excellent customer service to all types of internal customers and external partners
• Ability to professionally interact with all levels of the organization
• Demonstrated strong organizational skills and attention to detail
• Demonstrated time management and follow-through skills
• Other Training / Technical Skills / Knowledge
• 1-2 years of secretarial experience with the Walt Disney Company
• Minimum five years proven administrative experience supporting senior level executives in a corporate environment
• Positive team player with an enthusiastic attitude and a strong service orientation
• Ability to communicate efficiently and effectively through demonstrated strong verbal, written and interpersonal skills
• Ability and eagerness to learn the substance of the work in which the EVP is involved, in order to be an effective facilitator within the business unit
• Demonstrated strong ability to be proactive and self-motivated and anticipate administrative needs
• Demonstrated exemplary planning and organization skills – able to set priorities, manage details and accurately follow through to meet all deadlines
• Ability to make independent decisions and demonstrate good judgment in the handling of issues; including those that involve sensitive and confidential information
• Demonstrated ability to prioritize multiple tasks, meet deadlines, manage competing demands and change course of action quickly in a fast paced environment
• Demonstrated exemplary organization and time management skills
• Proven experience working in a global organization and ability to manage calendars, communication, and priorities across multiple time zones
• Ability to act as a liaison between the Chairman’s office the CFO’s team as well as provide telephone backup and VTC/Telepresence reservations
• Ability to integrate new executives and peers into the organization
• Strong relationships across the segment and enterprise that help drive efficiency in managing scheduling issues, problem solving, and creating positive outcomes
• Demonstrated computer proficiency within a Windows environment, including Word, Excel, PowerPoint, Outlook and SAP; as well as ability to learn new technologies and applications for MAC, iPhone and iPad
• Proven experience with Video TeleConferencing (VTC) and Telepresence equipment and applications (WebEx, Bluejeans, Disney MeetMe and MS Lync)
• Greeter/lobby host
• Telephone answering/overflow
• Mail sorting/UPS package preparation
• Conference room host (offer water/coffee, order food)
• Conference room scheduler
• Conference room A/V equipment operator
• Postage machine operation and maintenance
• Administrative support for M&T and WT officers, as requested
• Provide any requested administrative support for Sales & Services Director
• Coordinate completion of tasks and projects requested
• Accurately schedule meeting times, locations, invitees and any A/V requirements via Outlook
• Provide professional telephone etiquette for Sales & Services Director and for other administrative professionals when they are away from their desks
• Manage the planning, coordination and execution of business travel for Sales Director according to Company guidelines
• Prepare presentation material for department staff as requested
• Ensure accuracy in completing expense reports for Sales & Services Director
• Monitor department fiscal status and ensure labor & OE reports are accurate
• Process SAP payment requests, purchase orders and service entries in a timely manner
• Manage the RIM Storage and oversee RIM compliance for the office
• Support the Senior Sales Manger in the preparation & execution of contracts
• Provide Sales & Services Director with requested collateral materials, external merchandise orders, and supplies
• Facilitate amenity requests for guests staying at Aulani
• Answer telephone lines forwarded from Sales Director
• Provide support and administrative assistance that will allow sales people to spend 70% of their time on sales calls and solicitation
• Return all phone calls within 24 hours
• Prepare expense accounts, check requests according to company standards
• Process correspondence and mailings
• Personalize all correspondence
• Complete RSR Request form as required
• Prepare comp ticket requests in Siebel
• Prepare amenity requests in Siebel
• Assist in Dining reservations for clients
• Shipping of goods via Fed Ex and USPS
• Maintain electronic and manual file systems
• Maintain positive open communication with Clients and Cast
• Support financial goals set by the department
• Stay current on product, policies, and procedures
• Administer telephone and voice mail options
• Ability to discover, understand and communicate internal and external client needs
• Ability to organize account files, office supplies, tools and projects
• Service oriented
• Proficient communication skills, especially telephone etiquette
• Recognizes challenges and submits creative solutions
• Uses time management skills effectively (meets deadlines, prioritizes tasks)
• Proven social skills/cultural sensitivity/diversity. Anticipates and prepares for situations
• Basic Product Knowledge
• Aulani, A Disney Resort & Spa
• Ko’Olina, Golf and Marine
• Honolulu as a destination
• Familiarity with all other Walt Disney Parks and Resorts
• Seibel /, DSCS
• Microsoft Outlook, Power Point, Excel, Word, and Internet
• Desktop functionality
• LILO knowledge preferred
• Merge documents and direct mail processing
• Shared network file storage and retrieval
• Understanding of Business Objects database
• Working with Clients/Vendors
• Ongoing education
• Knowledge and understanding of Sales Process
• Client knowledge
• Name and account recognition
• Prepare and maintain budget for department. Compile data into submission format for executive; monitor budget and report variances to executive
• Bachelor's Degree or equivalent in work experience
• Two to three years demonstrated work leadership experience
• Detail oriented. Ability to communicate effectively and professionally with all levels of personnel
• Manage calendars/Schedule conference calls and meetings
• Manage incoming and outgoing electronic and paper mail
• Organize, manage and maintain filing system
• Prior Legal secretarial background supporting a lawyer or executive
• Experience answering professional phone calls, scheduling conference calls and meetings, dealing with the public, arranging travel, managing correspondence, managing electronic and paper mail and document filing system
• MS Office, Outlook, Excel, PowerPoint, FileMakerPro
• Knowledge of SAP Workplace, FileMaker Pro, Trademark or other Database preferred
• Exposure to copyrights and/or trademarks preferred
• Minimum requirement of an Associate Degree or Secretarial school
• Manage various reports
• Type a minimum of 50 words per minute
• SAP knowledge including caual buyer
• Microsoft Office Suite with a strong proficiency in Microsoft Outlook
• Disney park knowledge preferred
• Maintain and organize heavy calendar scheduling, multiple phone lines and book travel arrangements
• Proactively submit expense reports and purchasing requests for supplies
• Prepare Excel reports with celebrity info, gift ideas, and basic budgets,
• Organize contact database of writers, producers, creative executives and any related correspondence as needed
• Read and watch material and provide feedback as necessary
• Provide additional support to other executives and department as needed
• A minimum of 2 years of previous administrative assistant experience in a high volume entertainment desk at a studio, network, production company or talent agency
• General understanding of the television development process and cycles
• Knowledge of agencies and networks
• General pop culture Knowledge, including but not limited to celebrities in movies, tv, music, digital and sports
• Research skills for gifting, event locations,
• Willingness to work overtime with short notice
• Ability to successfully coordinate multiple projects simultaneously
• Someone with a passion for television and the desire for a career in TV
• Working knowledge of Outlook, Word and Excel
• Strong social Media knowledge
• Social media platforms
• Receiving and transfer incoming calls as an operator
• Receiving and send out mails
• Book office supplies and follow up recording the history on department lists
• Keep an eye on Reception area
• Booking meeting room for staff via Outlook
• Deal with all work that are delegated from direct manager
• Admin tasks
• Update contact list, report it monthly
• Responsible for booking flight tickets/hotel/business card/badge etc
• Assist new hire and buddy with on board process
• Keep the leave records and report the records monthly to finance and HR
• Help to translate documents & firm news
• Housekeeping
• Assist to deal with all housekeeping and miscellaneous matters
• Monitor the housekeeping lady to ensure office is kept clean and tidy
• Replenish and replace stationery supplies in meeting rooms & manger room
• Facility involved issues
• Assistant to deal with the Facility maintenance, including building management, construction worker, furniture vendor
• Collate service requests for furniture & fittings and arrange for repair and servicing
• Provides support to the Sales team
• Creates daily, weekly Sales Reports
• Coordinates meetings and events as needed
• Assists other offices as necessary
• Assists to do some demo presentation when necessary
• Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work and meet deadlines, make decisions and change course of action quickly
• Ability to multitask and deliver under tight deadlines with a calm, professional manner
• Technologically savvy
• Create and process expense reports
• Assist with special projects and other duties as needed
• Tracks footage delivery deadlines; downloads and posts footage. Alerts editors and assistant editors of deliveries received
• Responsible for picture retake lists, relaying retake lists and gathering clarification materials for outside studios
• Distributes and posts QTs for internal and external review; tracking all notes that arise from these reviews
• Attends sessions and takes thorough notes; ensures they are distributed to all appropriate production staff
• Facilitates communication with partner studios by answering retake questions and coordinating the delivery of clarification materials in a timely manner
• Assists in general administrative duties, correspondence, and organization of all post related materials
• Knowledge of Word, Excel, Outlook
• Working knowledge of software and post/digital equipment
• Support tracking and managing meeting and activity schedules
• Coordinate and follow up key activities related to own LOB and other LOBs
• Support the development and preparation of executive level communications utilizing Microsoft PowerPoint, Excel and Word as needed
• Proficiency in Microsoft Office tools such as Word, Excel, and PowerPoint
• Proactive, self-motivated, and culturally sensitive
• Demonstrate clerical and administrative skills in a role supporting multiple managers and off-site team members
• Passion and desire to help the team be as effective and efficient as possible
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• Proficient in SAP transaction support (Casual Buyer and T&E Proxy experience) or with sufficient experience to learn quickly
• Type at least 50 wpm
• Strong organizational and follow-thru skills to ensure deadlines are met
• Excellent written, verbal, and interpersonal communication skills to assure successful interaction with all levels of employees
• Detail oriented with the ability to maintain professionalism under pressure and adapt/take direction from multiple leaders
• Possess an enthusiastic, positive attitude, strong work ethic, and the ability to be proactive, resourceful, and flexible
• Demonstrated related work experience for at least 3 years
• Strong grammar skills
• General knowledge of eSource and SAP system
• Minimum holding secretary diploma degree
• Excellent knowledge of Microsoft Office
• Strong communication skills both verbal and written to be able to interact confidently with internal clients
• Answer heavy phones, take detailed messages, and field caller’s questions
• Manage and schedule appointments/meetings
• Prepare all business related expenses and ensure expense reports are completed and filed in a timely manner
• Coordinate business travel including booking flights, hotels, cars and managing trip agendas and meetings
• Input creative invoices and purchase orders to finance and communicate with vendor on payment status
• Coordinate International WBS updates
• Provide additional assistance as needed to the SVP, International and International creative & digital teams
• Order department supplies
• Update the department release schedule sheet
• Create Agendas for weekly department meetings
• Coordinate the following for International meetings/summits
• Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives and business unit contacts and key external partners
• Able to make independent decisions in the handling of sensitive and confidential information while exercising good judgment and discretion since Senior Vice President is frequently out of the office
• Detail oriented with superior organization skills
• Ability to work overtime when special projects dictate
• Organized in thinking and execution to maintain efficient office, files, database, and information
• Responsible for performing high-level administrative/project oriented assignments for departmental executives, relieving management of day-to-day operations and ensuring smooth functioning of the Technology Infrastructure and Engineering Group
• The position requires exceptional word-processing skills to facilitate preparation of financial reports and other regulatory filings
• May supervise or coordinate day-to-day activities of clerical/secretarial staff
• Manage Outlook Calendars for three Customer Engagement Directors
• Maintain Outlook contact lists ensuring information is current and accurate
• Answers phones, takes messages and respond to basic inquiries exercising independent judgment to determine those requests requiring priority attention
• Manage the planning, coordination and execution of Business Travel
• Creates a positive environment for all who interact with the department
• Anticipates needs and proactively takes initiative to act upon and follow-up
• Promotes teamwork both internally and externally to achieve the departments goals
• Works exceptionally well with executives, staff, external vendors, and visitors of all levels
• Excels at building relationships with various Disney departments and external organizations
• Proficient in SAP transaction support (Casual Buyer and T&E Proxy experience)
• Prepare & audit payments on expense and mileage report
• Minimum 3 years secretarial experience and 2 years Walt Disney Company knowledge
• Demonstrated technical proficiency in Windows Environment, Internet, Microsoft Suite, Mobile Devices, SAP
• Flexibility to occasional work additional hours and to adjust schedule according to operational needs when necessary
• Ability to prioritize multiple projects/tasks efficiently
• Demonstrated verbal and written communication skills, as well as proper telephone etiquette
• Experience providing senior level and executive support and complex scheduling
• Ability to assume responsibility; function effectively in team environment or independently, with minimal supervision
• Demonstrate strong partnering skills with all levels of cast
• Demonstrate proactive problem solving skills
• Ability to function in a demanding environment with competing and changing priorities
• Ability to identify problems and develop alternatives/solutions
• Ability to recognize a need and take ownership of its completion
• Demonstrated ability to handle confidential and sensitive information
• Prepare and generate routine standard and ad hoc reports using Excel, Access or other departmental software. Schedule appointments and maintain calendar for managers
• High School diploma or equivalent in work experience
• Minimum of 3 years of progressive secretarial experience
• Working knowledge of current standard word processing, spreadsheet, and presentation software. Other Job Information. Strong administrative ability
• Strong knowledge of the Bank's organization, policies, and procedures
• Purchasing -Manages SAP/eSource procurement activities for office supplies, pantry supplies, ect in support of the Building Management team and FAM. Creates all shopping carts for Services/Goods, processes all Service Entries and Goods Receipt. Researches and tracks open orders
• Office Administration– Includes answering phones, handle incoming and outgoing mail, purchase office supplies, maintain office equipment, provide needed forms for Cast and responding to Cast Member questions. Onboarding/offboarding of cast members. Schedule meetings (date, time & location) with necessary equipment and conference calling tools for management team as needed. Maintain Cast Member information spreadsheets for Management (ex: Sick line/log, work schedules, contact information). Perform other duties as assigned by the Manager
• Payroll– Assist with any and all payroll concerns or questions for Management
• Back up support– Assist teams with administrative support as needed (ex: phone/vacation coverage)
• Run point on all office management, communication and scheduling. Prioritize the large influx of meeting requests and strategically plan the placement of appointments on the calendar for the head of theatrical research
• Coordinates/arranges travel and hotel accommodations, both international and domestic
• Filing of reference materials, reports, and overview information
• Partnering and working extensively with internal departments and external vendors to provide and/or receive necessary information, materials, approvals, updates, etc
• Order supplies/materials and process invoices uploads using casual buyer job role in SAP
• Other projects as assigned
• Able to make independent decisions in the handling of sensitive and confidential information while exercising good judgment and discretion while the Vice President is out of the office
• Detail oriented and organized in thinking and execution to maintain efficient office, files, database, and information
• Proven competency in general administrative skills including answering the phone, filing, etc. Proficient in Microsoft Office Suite including Word, Excel, PowerPoint and Outlook for meeting requests and calendaring. Technologically savvy
• Positive can-do attitude
• Interact with internal and external assistants, attorneys, legal assistants and other executives
• Manage incoming and outgoing mail for the Corp Legal SEC and Corporate Secretary’s office, including filing minutes and related corporate documents
• Maintain a database in Excel of over 700 individuals subject to corporate policies that changes on a weekly basis, including interacting with individual departments who provide information on persons contained in the database and managing quarterly deadlines with respect to notices to individuals in the database
• Track numerous documents that are routed for signature by officers and directors of the various legal entities on a daily basis and follow up when necessary
• Route and maintain original files for various regulatory filings as well as assorted state and local government filings
• Assist the Corporate Secretary’s office with maintaining the corporate database, ICSA Blueprint OneWorld
• Administrative ownership & primary point of contact for content providers with respect to BoardVantage or similar distribution application. Responsible for setting access controls in Platform for content owners, data/content collection, approval, collation and distribution
• Make travel arrangements primarily for domestic travel, prepare and timely submit expense reports, draft correspondence and revise and redline documents, schedule meetings, photocopy, assist with electronic distribution of materials and mailings, assist in maintaining a database of corporate entities including managing deadlines with respect to filings
• A minimum of 3 years experience supporting a senior lawyer or executive
• MS Office, Outlook, Excel, PowerPoint, iOS apps, SAP Workplace and Adobe Acrobat
• Ability to write clearly and communicate well both orally and in writing
• Strong organizational skills, including creation and maintenance of filing systems for legal documents and materials
• Strong interpersonal skills including ability to work effectively as a part of a team, anticipate needs, seek guidance when appropriate and manage demands from multiple sources
• Demonstrated ability to work in a fast paced and demanding environment
• Paralegal experience would be a plus
• Blue Print/One World or other corporate entity database
• Familiarity with electronic document management systems
• Provide direct administrative support for the EVP
• Prepare executive level presentations, memos, letters, reports, spreadsheets, and other correspondence
• Coordinate travel and prepare T&E reports
• Support special projects, promotions, events, and/or programs, as needed or assigned
• Team player, who is a highly motivated self-starter with the ability to multi-task and work well under pressure
• Exceptional organizational skills with strong attention to detail
• Able to demonstrate professional demeanor in a team-based environment
• Ability to work flexible hours and overtime as necessary
• A minimum of 5 years supporting an executive in an administrative capacity, preferably in the entertainment industry
• Minimum 3 – 4 years' secretarial/administrative experience, preferably gained from CPA firms or MNCs
• Detail oriented, well-organised and able to work under pressure and meet tight deadlines
• Willing to work overtime due to the time difference in field project implementation
• Proactive, motivated and result-oriented
• Proficiency in MS Office, including Outlook, PowerPoint, Word, Excel, Access and Chinese Word Processing
• Excellent command of both spoken and written English and Chinese (Cantonese & Mandarin)
• Compiling data and following up on all business activities related to Client and Engagement acceptance/continuance on DRMS
• Typing, editing, formatting and delivery of: Proposals, Engagement Letters, Financial Statements, Proxy for attending general assembly meetings, Meeting minutes of held general assembly meetings, Business Correspondence & PowerPoint presentations
• Translation of Financial Statements into English
• Issuing invoices and following up on collections
• Printing, copying, scanning, faxing and mailing of documents to clients and team members
• Responsible for filing all types of documents
• Checking the Partner’s emails, forwarding, replying to and following up on the received and sent emails
• Coordinating and managing Partner’s calendar (meeting and appointments)
• Coordinating all travel arrangements
• Preparing various requested reports, such as: Actual time reported on Coretime, Invoicing and collections & All documents received from Client
• 3-5 years of experience in administration
• Fluency required in English and Arabic
• Proactive, Independent and precise work
• Professional attitude and appearance
• Friendly personality
• Welcome and direct families/visitors who enter the Family Resource Center
• Assists with the implementation and maintenance of district Family Resource Center programs
• Processes incoming/outgoing books and materials utilizing manual and computerized system
• Maintains integrity of both print and non-print materials
• Maintains inventory of books, equipment and audio visual materials
• Assists in preparation of class schedules as required
• Performs simple repairs on books, equipment and other materials
• Assists Director in collection of evaluation data
• Types correspondence, memos, as required
• Performs photocopying, as required
• Performs errands and relays messages
• Performs other office related tasks as assigned
• Assists with maintenance of supply inventory
• Maintains files, as required
• Travels between Family Resource Center and school sites, as required
• Answers telephone and directs messages, as required
• Provides translation services as needed
• Performs other related tasks as assigned
• Bilingual ability in English and Spanish
• Prior experience desirable
• Experience with PC programs
• Be the gatekeeper to manage the time of the team - efficiently and proactively organise diary, appointments and travel
• Schedule, book and arrange resources for conferences, meetings, appointments and travel, following firm policies for contracting with external and internal suppliers, e.g. ensure use of Cushman & Wakefield travel supplier
• Answer telephone and email queries promptly for absent team members
• Take accurate minutes at meetings when required
• Provide general office support including faxing, photocopying, filing, typing letters, scanning, binding, archiving, opening and disseminating post, dealing with queries when necessary
• Be flexible in order to undertake nominated/additional duties in order to ensure the smooth flow of work through the team or business units
• Highly proficient in all Microsoft programmes including MS Word, PowerPoint, Excel and Outlook
• Must be able to multi-task and manage multiple priorities
• Ability to set up conference calls and WebEx
• Demonstrable Secretary/ PA experience
• Experience working in the property sector or financial or professional services firm an advantage
• Proactive in assisting other colleagues when needed
• Can maintain high levels of confidentiality at all times
• Plan, budget and schedule business travels and make travel arrangements as well as agenda
• Handle and track expense reimbursement
• Maintain calendars, schedule meetings and appointments
• Edit and maintain SharePoint
• Organize offsite meetings or department outings
• Effectively and professionally communicate with all levels of the organization and provide proper assistance/information
• Receive oversea visitors, take full charge of visiting agenda, including setting up appointments, ground transportation, hotel booking, entertainment, ect
• Per request, participate in the meetings to make minutes or reports
• Per request, draft or update PowerPoint slides for meetings/presentations
• Assist and provide coverage for other administrative assistants as needed
• Perform related duties and responsibilities as required
• Bachelor’s degree; Major in English Literature and Business Administration preferred
• Minimum of 3 years solid working experience in executive secretarial area, MNC admin assistant experience preferred
• Highly proactive and results-oriented
• Excellent communication and coordination skills
• Good planning and time management skills
• Willingness to take challenges and can work under pressure
• Attention to details
• Demonstrated ability of organizing events/large conferences
• Fluent in both verbal and written English
• Good command of MS office - Word, Excel, PowerPoint
• Role will assist in data protection, organisation, management, oversee reporting on national contracts
• Provide secretarial support to the team by establishing this role within team
• Release surveyors time, allowing them to drive revenue and identify opportunities
• Create a uniform approach to collection and presentation
• Ensure correct administration of contract requirements
• Become the interface between Global Occupier Services (GOS) and Lease Advisory Services (LAS) reporting
• Improve efficiencies and delivery
• Comprehensive management of casework from initial instruction, job allocation, file and template creation, collation of relevant documents, conflict checking, booking inspections, reporting management, data team liaison and raising invoices and fee schedules
• Requires a proactive approach to ensure internal and external databases are kept up to date at all times
• Ensure the teams electronic and hard copy filing systems are managed and maintained to a high standard and to be responsible for monthly internal file management auditing
• Ability to communicate effectively and deliver results through vertical line management structure
• Provide high level support in production of all presentations, pitches, reports, proposals in line with client’s & manager’s requirements
• Ensure confidentiality of Client’s information both internally and externally
• Be flexible in order to undertake nominated/additional duties in order to ensure the smooth flow of work through the team or business units to client delivery
• Experience of Workday and Salesforce would be an advantage
• Create and maintain spreadsheets, calendaring and databases on a personal computer
• Proofreading correspondence, memoranda, and generating ad-hoc reports as requested
• Compose a variety of correspondence and memoranda from verbal directions or from knowledge of departmental policy or procedures
• Schedules and confirms meetings and arranges for travel, facilities equipment, parking, refreshments and other related details
• Assist with maintaining calendars related to scheduling in-person meetings or telephone meetings with employees
• Answer telephones and emails, routes callers to appropriate HR Generalist or unit, takes messages and provides routing information to KSOM staff
• Attend meetings; takes and prepares minutes for review by supervisor prior to distribution
• Assist in the collection of various materials and data for special reports and special projects, such as Winter Recess balances, Current Count of Employees on Leave of Absences, and Performance Review Status Reports
• Provides assistance with the day-to-day administration
• Oversees equipment and office supply inventories and initiates or determines timing of service requests and supply orders
• Perform a variety of clerical duties and other duties as assigned by Human Resources Manager(s) and Director
• Providing administrative and secretarial support
• Handling and management of confidential documents and sensitive information
• Scheduling appointments, coordinating of meetings and management of calendars of executives
• Handling travel arrangements
• Preparing presentation materials
• Solid secretarial experience with substantial experience in supporting senior executives
• Dynamic, confident, highly motivated and team oriented
• Attention to detail, excellent organizational and discretion with confidential information
• Good prioritization skills, flexible and analytical
• Good interpersonal, communication skills and a good team player
• Perform a wide range of word processing / keyboard duties including, but not limited to correspondence, reports, and data tables
• Coordinate all travel arrangements and prepare business itinerary
• Establish and maintain record keeping and filing systems for department
• Serve as a liaison between managers and Bank personnel, responding to routine questions and/or issues on departmental matters
• Prepare expense vouchers for manager(s)
• May assist in the preparation of business presentations, management letters, and other communications
• Perform basic research and information gathering for manager
• Perform other related duties and projects as assigned
• Incumbent works under general supervision. Responsibility is limited to his or her own duties. Contacts may be both internal and external
• Minimum one year secretarial experience
• Working knowledge of MS Word and Excel
• Good administrative ability
• Travel arrangements for the Partner and their teams
• Co-ordinating meetings & booking meeting rooms
• Fee schedule management – ensuring accuracy at all times
• Logging Opportunities on Salesforce
• Monthly client invoicing on Workday
• Monitoring debtors and chasing where appropriate
• Processing expenses on Workday
• Assisting the Partner with the Key Client Programme for Land Securities and the Manchester Office
• Assisting the Partner with business development – taking notes at the meeting and driving through actions
• Attendance at monthly team update meetings and taking notes
• Producing marketing flyers, particulars, newsletters and brochures using Vuture, Powerpoint and InDesign
• Keeping a schedule of key instructions – ensuring this is up to date
• Arranging retail events
• Sending invitations to clients for events and logging responses
• Liaison/knowledge sharing with Retail PA’s nationally
• Binding & scanning documents
• Accurate message taking for team and fielding telephone calls
• Updating lists & schedules
• Filing & ad hoc duties
• Audio typing of general correspondence and reports
• Prioritising work load and assisting a busy team
• Assisting other areas of the business as required
• Setting up/ clearing meeting rooms
• Meeting and greeting clients/visitors to the office
• Knowledge & Experience
• Skills & Personal Qualities
• Greets all family members, visitors and staff that visit the department. Assists them with their needs or directs them to other staff, departments or resources as appropriate
• Answers multi-line telephone, screens calls, answers questions, takes messages or directs inquiries to appropriate staff or department
• Generates a variety of documents such as letters, memos, reports, forms, meeting agendas, meeting minutes, daily census report
• Enters data for daily, monthly and annual reports
• Orders and maintains supplies for the daily operations of the office
• Assists the Manager with financial accountability by preparing disbursement requests, maintaining records of all departmental expenditures, verifying all monthly expenditures against the General Ledger
• Prepares written reports for monthly financials as requested
• Courteously answers the phone, screens and triages calls appropriately. Receives messages, prescription refill requests and performs other telephone duties as required
• Performs duties as a team member, integrating activities with fellow employees and providers
• Schedules appointments accurately and efficiently within established scheduling protocols
• Coordinates mail processing for office to include: receipt of record releases, copying of records, mailing of records / correspondence, and responding to other general office requests via mail
• Manages physician schedules by following up on patient no-shows, sending out reminder cards, and/ or providing telephone reminders for office visit in accordance with established protocol
• Reports the use of supplies for reordering and maintains practice so that it is always neat and clean
• Conduct a full pre-employment screening to determine a subject's adherence to agency specific qualifications
• Prepare hard copy background investigation packages. Prepare and update background investigation files
• Track the status of background investigations, run reports and queries, create documents for a variety of investigative purposes and assist the branch chief with weekly investigative numbers
• Scan documents to be transmitted to OPM
• Initiate and review background investigations in e-QIP
• Run credit reports and other requested investigative checks
• Update data entries daily and run reports as requested
• Prepare and review correspondence letters, memorandum and emails
• Perform photocopying tasks, including making additional copies as needed
• Answer incoming branch phone calls responding or transferring accordingly
• Alphabetize or otherwise organize, enter into appropriate databases, and file forms and other documents. Enter and retrieve information in branch databases
• Prepare and draft Standard Operating Procedures for team functions. Review and implement changes to procedures to improve efficiency and effectiveness
• Assist with training of new branch employees and contractors
• Represent the branch to other agency directorates and provide guidance and assistance with requested
• Submit invoice and timesheets to COTR for review and acceptance. Work with COTR to correct errors, omissions, or invoice timesheet discrepancies
• Stay abreast of and research federal reform efforts to ensure compliance and clear understanding of federal personnel security policies
• Attend training as necessary to include, but not limited to, OPM e-QIP system, clearance/security briefings
• Assist the Branch Chief and COTR with special projects as needed
• High School Diploma or GED, Bachelor degree preferred
• 2 to 5 years’ experience in a general office setting
• High level of Verbal Communcation skills
• Customer Oriented
• Time Management a must
• Highly Organized
• MS Office Suite
• Have a working knowledge of Tririga as pertaining to work tickets. Extract pertinent information from requestor to produce a clear and concise work ticket. Use Tririga software to create work tickets for maintenance trades. Be able to prioritize requests
• Have a working knowledge of resources available in the site. Have a basic knowledge of different government entities across the site Know the Executive Admin name/number
• Coordinate between maintenance sections and customers. Understand each trade’s scope of work
• Keep metrics for all FHD activities and production control. Perform and collect data for customer satisfaction survey
• Good telephone skills a must
• Update continuity book information
• Update Broadcast Voicemail response list
• Tracking budget allocations and expenses
• Performing quality reviews of documents
• Resolving administrative problems; AND
• Ensuring the accuracy of data in reports, identifying and correcting errors
• Performing quality reviews of documents; AND
• Providing assistance to resolve administrative problems
• Providing assistance to resolve administrative problems; AND
• Knowledge of administrative concepts, principles, and practices sufficient to independently provide support services to the manager
• Knowledge of administrative operating procedures, policies and instructions required to carry out daily administrative functions including security, procurement, financial management, telecommunications, property, supply and equipment
• Comprehensive knowledge of domestic and international travel policies and procedures
• Knowledge of grammar, spelling, and punctuation needed to review and prepare a variety of technical materials
• Knowledge of the capabilities of a variety of types of office automation software, hardware, and related equipment. Detailed knowledge of typing formats, forms policies, filing systems, and terminology of the organization
• Knowledge of organizational functions, policies, and practices needed to provide administrative services essential to the operation of the organization
• Ability to coordinate administrative support among teams within the Office of the Center Director
• Ability to communicate orally and in writing and perform as a team member with managers and employees, both within and outside the organization and Agencywide
• Requires a fully-qualified typist
• Possession of a High School diploma or equivalent
• Foreign degrees must be evaluated for U.S. equivalency
• A minimum of two (2) years of secretarial experience including one (1) year at the level of Secretary I
• Ability to independently coordinate and prioritize multiple tasks
• Proven experience as executive secretary or similar administrative role
• Proficient in MS Office and “back-office” software (e.g. ERP)
• In depth knowledge of office management and basic accounting procedures
• Integrity and confidentiality
• Experience with procurement, sharepoint
• Experience with Deltek/Costpoint (ERP)
• Calendar Management
• Outstanding communication
• One year of clerical or administrative office experience
• Exceptional interpersonal skills with the ability to influence and build working relationships among a diverse workforce
• Strong organizational and time management skills with emphasis on accuracy and attention to detail
• Ability to identify and determine problems, analyze information and implement solutions
• General office practices and procedures
• Personal computers, using Microsoft Word, Excel, and Outlook
• General office equipment including fax, copier and multi-line phones
• Basic mathematics
• Business best practices and quality assurance practices
• People management
• Active listening
• Learn and adhere to Department of Child Safety (DCS) policies, rules, and regulations
• Adapt to changing priorities
• Collaborate and coordinate completing assignments with other staff
• One year professional office experience providing administrative support to a manager
• Be the gatekeeper to manage the time of the Valuation team - efficiently and proactively organise diary, appointments and travel
• Assist team in meeting their financial management including invoices, expenses, billing etc
• Support the team in providing a fast-moving, forward thinking approach, encouraging a supportive environment within the division
• Scheduling and maintaining appointment calendars, screening telephone calls, receiving visitors, making travel arrangements and coordinating conferences and meetings
• Maintaining time and attendance; and
• Utilizing various automated systems to generate correspondence and reports
• All qualification requirements must be met by the closing date of the vacancy announcement.**
• Technical knowledge of the secretarial role and multi-functional skills
• Plan, coordinate and evaluate workload to meet project requirements through effective time management
• Ability to perform effectively in a team environment with a strong Client focus
• Strong communication skills, good understanding of English and good written grammar
• Advanced proficiency in MS Applications
• Experience working in the Middle East is essential
• Knowledge of document control systems would be advantageous and a background in the construction industry would be highly desirable
• Provides clerical and administrative support to the designated department
• Communicates information between staff members, physicians, other departments, patients and their families
• Answers the telephone and routes call appropriately or takes message
• Completes computer data entry requirements
• Attention to detail and proofreading experience
• Prior experience multi-tasking and adapting to changing priorities
• Experience working in a unit and taking direction from various staff
• Experience handling sensitive and confidential matters professionally and discreetly
• Strong organization and record keeping skills
• Working knowledge of Microsoft Excel, Word, Access, and Outlook
• Interacts with all levels of staff requiring excellent verbal and written communication skills
• Prepares, edits, and proofreads all business correspondence for accuracy, thoroughness, consistency, and appropriate formatting, including but not limited to proficiency in spelling, grammar, proofreading, and editing
• Handling sensitive and confidential matters professionally and discreetly
• Section's clerical support requiring proficient knowledge of computer software applications (i.e. Microsoft Office Suite)
• Providing excellent customer service and interpersonal skills
• Managing calendars and related documents
• Coordinating meetings, conferences, trainings, appointments, and travel/guest arrangements
• Providing secretarial back-up to the Administrative Services Division
• Demonstrated ability to work independently, to follow through on instructions, and meet deadlines
• Strong organizational skills and demonstrated ability to establish priorities
• Demonstrated ability to handle direct high profile assignments
• Checks materials being submitted to the manager to ensure all relevant information, signatures, etc. are included and accurate
• Provides written and verbal response to inquiries; screens telephone calls and provides immediate assistance to requested information or refers callers to appropriate staff for assistance
• Prepares and finalizes correspondence, documents, forms, etc., and ensures that all materials submitted for approval are accurate and complete, and that all relevant information, attachments, are included
• Maintains the Chief of Consolidated Business Operations calendar and coordinates meetings as requested
• Tracks internal and external assignments and creates/maintains comprehensive filing systems
• Excellent verbal and written communication skills with proficiency in spelling, grammar, proofreading, and editing
• Proficient in the operations of computer programs such as Microsoft Excel, Word, Outlook, PowerPoint, Access, timekeeping, Internet, and Intranet
• Independent, reliable, creative and resourceful person who is a self-starter
• Provides secretarial support for management staff
• Updates staff calendars; schedules meetings and events; and drafts correspondence, such as memos, bulletins and cover letters
• Prepares agendas, handouts and minutes for various committee meetings
• Screens and provides information and referral sources for incoming telephone callers and visitors
• Tracks compliance of all employee mandatory trainings for the facility
• Tracks compliance of employee performance evaluations for the facility
• Prepares and maintains administrative and on-site HR files and documents, both paper-based and electronic
• Assists with new employee onboarding and employee termination documentation
• Assists employees with FMLA, disability or payroll inquiries by referring them to the correct HR department
• Assists the Hiring Manager with pulling and updating eligibility lists from CDMS and scheduling interviews with candidates
• Picks up paychecks every pay period from Harbor-UCLA on-site HR office
• Tracks completion of monthly invoice payments for a variety of contracts and services
• Arranges for processing and pick up of checks through Harbor-UCLA for annual building permits and licenses
• Initiates supply orders through OLR system
• Calls in work orders for mechanical/telephone/computers and other repairs
• Coordinates County charitable giving campaigns
• Performs "special assignments" as needed
• Experience in Microsoft Word and PowerPoint
• Performs high level of complex word processing such as formatting and editing program specific correspondence, forms and evaluation reports for distribution to appropriate program contractors, County departments, outside agencies and the general public
• Maintains and updates calendar(s) for supervisor(s)
• Makes appointments, arranges conferences, trainings, and meetings
• Types letters, memos, route slips, labels, reports, and creates tables and charts utilizing various computer software
• Gathers data for general information purposes or special reports. Will contact other departments, employees, agencies, and individuals for additional material as necessary, as well as, prepare reports for supervisor's approval upon request
• Checks material being submitted for supervisor's attention to ascertain that all relevant data, files, and signatures are included
• Acts as a liaison between the supervisor's office and other departments, agencies, and jurisdictions
• Attends meetings and takes minutes, submits to supervisor(s) for review, and distributes as directed
• Screens office calls, takes detailed messages, and furnishes requested information. Will personally handle calls which do not require the attention of the supervisor(s) and refer calls not handled by the Division to other appropriate sections or divisions as needed
• Delivers, picks up and distributes mail, as required
• Photocopies and distributes documents; files and faxes documents
• Keeps track of routine personnel, budgetary, and other operational functions such as timekeeping
• May contact the Chief Executive Office, Department of Human Resources, and/or other County departments for information as requested
• Keeps track on the execution of plans, improvements, and projects initiated by the supervisor and makes recommendations towards the improvement of divisional procedures
• Logs and tracks incoming and outgoing mail, assignments, and action materials; maintains chronological files
• Excellent organizational skills and the ability to establish priorities and multi-task
• Strong computer skills in MS Word, MS Excel, MS Outlook, CWS/CMS, Internet, eCAPS, DACS, and other software programs
• Ability to work with highly sensitive materials
• Strong ability to work independently and as part of a team
• Demonstrated ability to work within timeframes; meet deadlines
• Ability to interact with all levels of staff
• Strong interpersonal skills with the ability to work effectively with staff, county employees, other county departments, and outside agencies
• Strong teamwork skills
• Demonstrated ability to effectively track and monitor administrative assignments
• Flexibility and ability to work on multiple assignments simultaneously, meeting critical deadlines while ensuring a thorough and efficient product
• Strong written and oral communication skills with proficiency in spelling, grammar and ability to proofread, as well as edit correspondence
• Bilingual (Spanish-Speaking) skills are highly desired
• Demonstrated good organization and record keeping skills
• Highly proficient with Microsoft Word, PowerPoint and Excel
• Excellent interpersonal skills and the ability to interact effectively with all levels of staff
• Proficient in the operations of computer systems such as CWS/CMS, Excel, Microsoft Word, Ecaps, DACS, internet, intranet, Outlook, Power Point and Access
• Ability to work independently, to follow thorough on instructions and meet deadlines
• Ability to handle direct high profile assignments
• Proficient in the operations of computer systems such as CWS/CMS, Excel, Microsoft Word, eCAPS, DACS, Internet, Intranet, Microsoft Office (Outlook, Power Point and Access)
• Ability to work independently, to follow through on instructions and meet deadlines
• Ability to handle high profile assignments
• Ability to multi-task and to track several different projects through completion at the same time
• Screens office and telephone callers, meets the public, furnishing the information requested or referring to others as needed
• Coordinate and ensure accurate completion of various assignments for SPA 4
• Maintain appointment calendars; makes appointments, arranges conferences, speaking engagements, and meetings for NM & supervisors
• Prepare minutes, letters, memos, reports, and various documents
• Maintains up-to-date files and records including those of a confidential nature perform confidential and personal services, as requested
• Provides timekeeping services for all SPA 4 nursing staff assuring timely preparation of all times reports
• Maintains Nursing and Departmental policy and procedures/manuals
• Gathers & organizes data for general information purposes or special reports, contacting other departments, agencies, and individuals for additional material as necessary, and prepares various reports
• Performs other duties as required and assigned
• Able to work independently and as part of a multi-disciplinary team
• Able to handle multi-tasks under deadlines, prioritize and organize
• Excellent computer skills in Word, PowerPoint, Excel, Internet and various computer programs
• Highly effective interpersonal skills
• Creative, resourceful, and adaptable
• Performs high level complex word processing such as formatting and editing program specific correspondence, forms and complex evaluation reports for distribution to appropriate program contractors, County departments, outside agencies and the general public
• Tracks the execution of plans, improvements and projects instituted by the supervisor
• Screens telephone calls, personally takes care of those calls which do not require the attention of the supervisor
• Acts as intermediary between supervisor and staff, transmitting messages, orders and verbal instructions
• Schedules meetings and appointments with staff and administrators using GroupWise Calendar and arranges conference calls
• Checks materials submitted for supervisor's attention to ascertain that all relevant office signatures are included
• Prepares online requisitions for services and supplies, travel requests, reimbursements, and mileage forms
• Self-starter and ability to work independently
• Maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff
• Works fairly independently receiving a minimum of detailed supervision and guidance
• Performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers may exist in the environment, requiring working knowledge of certain office software programs
• Uses greater judgment and initiative to determine the approach or action to take in non-routine situations, interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations
• Based on knowledge of the supervisor's views, compose correspondence on own initiative about administrative matters and general office policies for supervisor's approval
• Anticipate and prepare materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered
• Read publications, regulations, and directives and take action or refer those that are important to the supervisor and staff
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions
• Advise secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., and shifts clerical staff to accommodate workload needs
• These are SCA jobs and will vary accordingly by assignment within and across contracts
• Types 50-60 words per minute
• Knowledge of domestic and international postal and customs practices
• Interacts professionally with all levels of employees and customers
• Generally 3-5 years previous secretarial experience
• Manages schedule, calendar and meetings for EVP and Director
• Manages Travel and Expense for EVP and Director (including understanding of company expense policies), including monthly expense reports
• Handles memberships and subscriptions for EVP and Director; orders office supplies; and processes other electronic transactions
• Creates a professional and positive environment for all who interact with the team
• Promotes teamwork both internally and externally, works exceptionally well with executives, staff, and external associates, visitors at all levels. Ability to tactfully manage EVP’s and Director’s time, multi-task and communicates with authority
• Highly responsive and accessible via telephone and e-mail to handle urgent requests
• Excellent computer proficiency – Mac & Windows: Keynote, Microsoft Word, Excel, etc
• Administrative experience at senior management level within entertainment industry
• Ability to work within a fast-paced environment; Detail oriented with the ability to maintain professionalism under pressure
• Strong interpersonal skills, including the ability to work effectively within a highly matrix organization, ie with other executives, filmmakers, assistants and staff at all levels
• Professional demeanor to serve as first point of contact for the EVP’s team
• Ability to operate with the EVP’s team and form a strong partnership with the additional team assistant
• Knowledge of past and current Disney, Marvel Studios, Lucasfilm films; passionate about movies
• Assist with processing highly sensitive and confidential information
• Compile, type, edit and distribute any correspondence/information according to general directions received from physicians or managers
• Answer incoming phone lines and direct calls to departments as necessary
• Coordinate and schedule meetings for operations team including securing locations and additional needs (ie lunch, handouts, etc) for meetings or functions
• Assist operations team with expense forms, seminars/courses, flight and hotel in accordance with TPR policy
• Assist physicians with professional memberships, board certifications, and fellowships
• Perform other work-related duties as required
• Responsible for administrative support tasks up to executive level
• Based on knowledge of the supervisor’s views, composes correspondence on own initiative about administrative matters and general office policies for supervisor’s approval
• Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc and informs supervisor or matters to be considered
• Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff
• Prepares special or one-time reports, summaries or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence or other offices, etc under general directions
• Advises secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc. Shifts clerical staff to accommodate workload needs
• Handles a wide variety of situation and conflicts involving the clerical or administrative functions of the office which often cannot be brought to the attention to the executive. The executive sets the overall objectives of the work. Secretary may participate in developing the work deadlines
• Required skills include the ability to carry out approved error recovery procedures; excellent written and interpersonal communications skills; and the ability to work independentl
• Maintains files for reports, equipment and other documents as requested by the Director, Assistant Director, or Operations Manager. Receives incoming phone calls for the Operations Manager and all contract employees. Answers all incoming calls to the front office telephones (external and internal) in a highly professional manner and forwards calls, takes messages or resolves calls as warranted on an individual basis
• Assures timely submission of required reports on a daily, weekly, bi-monthly or monthly basis
• Receives deliveries and arranges for pick-up of outgoing shipments
• Operates the photocopy and facsimile machines and handles service issues
• Responsible for timely delivery of incoming facsimile transmissions
• Sort incoming administrative mail and distribute if necessary. Receives all incoming mail addressed to the Contractor’s Operations Manager
• Distribute information from the Director, Assistant Director, or Operations Manager
• Assist with Weekly Workload Report and Monthly Productivity Reports as required
• Required to actively participate with teams for continuous quality improvement and production workflow
• Maintains flexibility to learn and assist within each passport operation as required by the workload and per the direction of the supervisor
• Must assist in training employees for the essential job functions
• Must help to constantly improve the training process / procedure
• Maintains constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the workday
• Adheres to the Federal Privacy Act Laws
• Interfaces with TDIS-PD system if required
• A minimum of three (3) years of general office experience
• Demonstrated ability to analyze facts, evaluates information, and draw conclusions
• Ability to work altered work schedule when necessary
• Possession of a high school diploma or equivalent
• A minimum of one (1) year clerical/secretarial experience
• Ability to deal tactfully with the public
• Communicate office problems tactfully
• Coordinate office activities with other administrative team members
• Experience with Windows, MS Office including Word/Excel/Access
• Knowledge of the use of proper English/grammar/spelling/punctuation
• Maintaining files and active records
• Deltek, Sharepoint and database experience
• Assist the Dental Director and CODE Director with the preparation of reports for the Dean’s Office
• Answers telephones, screens calls, transfers to proper extensions, locates faculty, staff and/or students and/or relays messages to members of the Office and/or Centers
• Schedules patient appointments, makes confirmations and telephones the night before appointment, records disappointments and cancellations; verifies Insurance Eligibility for all patients and establishes and approves method of payment on a sliding fee scale
• As an Intake person, implements patient registration, billing, account review and other procedures for the day-to-day management of patient’s accounts
• Responsible for chart retention on each patient seen at the Center. This includes pulling charts for appointment and filing after its use. Verifies that all pertinent entries regarding fees and follow-up are recorded
• May be asked to cover at any one of the dental centers in the Extramural Clinics
• A high school diploma is required; a GED or certificate from a vocational training curriculum may be substituted
• Must possess the skills and ability to effectively communicate both orally and in writing
• Must possess and exercise diplomatic tact and interface with the customer
• Must be proficient in the full suite of Microsoft Office products and tools
• Performs secretarial duties including the sorting and routing of mail, maintains/ordersoffice supplies, schedules meetings, copies/scans/files documents, prepares and distributes agendas for meetings, tracks meeting attendance, arranges travel and other accommodations
• Completes work related to Division Quality meetings by entering cases into RL Solutions database, scans final documents, and files cases in Division binder and MD files
• Assists with reconciling the Ledgers on a monthly basis
• Assists the Quality Staff with work including but not limited to; follow up calls to patients, coordination of patient mailings, looking up and entering ICD codes into a database, and organizing data collection forms
• 2 years of post-high school education, secretarial or computer studies or equivalent. At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants. Detail oriented with strong organizational and prioritization skills and ability to work independently under general guidance. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Access), software/web applications, internet/intranet and electronic medical record. Medical terminology knowledge/experience preferred. Ability to interact with staff from all levels of the University in a professional and courteous manner
• Takes and processes payment for student registrations that come in via phone, by mail or online. Advises students on class offerings. Recommends classes that coincide with students’ area of interest
• Manages the Workshop’s main email account. Creates templates and sends email confirmations
• Creates and maintains class rosters. Ensures that information is correct and that all registered students get placed on appropriate lists
• Assists students and teachers with their needs and questions. Sells jewelry and drawing supplies
• Assists during brochure production. Provides proofreading support. Reviews and corrects mailing list before it’s sent to the printer
• Assists Curriculum Director in coordinating the volunteer schedule
• Fulfills other duties as needed
• Work under pressure with deadlines in a stressful environment
• Prioritize workload, manage time and problem solve
• Work with limited direction
• Communicate effectively with patients, staff, and faculty in a culturally diverse environment
• Works closely with the URMC Advancement Academic Programs Administrative Assistant and support team. Has a clear understanding of the programs, strives to continuously develop best practices to streamline process. Ensures productivity of the department by multi-tasking meeting coordination, travel arrangements, calendaring and providing general office support in a very fast-paced team-oriented office setting. Performing tasks as assigned through the Administrative Support assignment distribution process in conjunction with the admin support staff team
• Drafts correspondence and prepares acknowledgements for signature by directors, deans and division chairs. Entails running a weekly report, manipulation of data, customization of letters, proofing, editing. Strong attention to detail is necessary
• Works very closely with the Eastman Institute for Oral Health (EIOH) Director to coordinate and execute routine reports, projects and events. Overall EIOH program knowledge and support. Opportunity to use creative problem solving skills to enhance the EIOH program overall
• Prepares, assists, and coordinates a variety of projects. Researches and compiles information on alumni and donors for publications, reports, and correspondence. Coordinates in-house and outside mailing projects. Triages mail, and prepare responses when possible. Prepares PowerPoint slides for meeting presentations and agendas as needed
• Must be able to interact with alumni, leadership and staff. Works closely with staff from the schools represented by Academic Programs. Screens incoming telephone calls and coordinates work with fellow staff members
• Perform various administrative responsibilities as the programs necessitate
• Create, collate and despatch documents (letters, spreadsheets, faxes, mailshots) as required
• Provide telephone support and handle incoming calls for the Project Manager as required
• Manage diaries for the Project Manager, ideally electronically, ensuring other staff are informed of whereabouts as necessary
• Arrange temporary administrative support as required
• Book meeting rooms, arrange refreshments and other catering where appropriate for visitors, greet visitors and organise hotel and travel arrangements for project staff and visiting guests as necessary
• Carry out photocopying as required
• Maintain effective document storage and retrieval systems
• Plan and prioritise workload to maximise efficiency
• Good keyboard skills and IT literacy (ideally Word, Excel and ACONEX)
• Performs order processing
• Releases orders placed by provider/nurse from the AMR
• Transcribes written orders into LIS
• Phones, faxes, or mails reports, as required
• Prepares miscellaneous billing; both automated and manual
• Maintains records
• Maintains filing system for requisitions and reports
• Answers and directs phone calls to ensure concerns, requests, and/or questions are responded to in a timely and positive manner
• Schedules patients per site protocols
• Takes appropriate remedial action following established laboratory guidelines
• Maintains documentation to comply with regulatory requirements
• Assists in monitoring of QA indicators
• Participates in annual competency programs
• Responds to and resolves customer concerns and questions within guidelines
• Participates in the instruction and orientation of lab employees
• Actively participates in CE and complies with regulatory agency CE requirements
• Reviews required manuals/procedures
• Thoroughly documents relevant patient information (or care) to assure accurate billing
• Assures overall compliance with all regulatory agencies: OSHA, Collegeof American Pathologists (CAP), Joint Commission, CLIA
• Adheres to Allina Billing and Compliance Standards: Medicare/Medicaid/Third Parties/Self Pay, HIPAA
• Employee Standards of Business Conduct
• At least two years previous experience in a business setting is required
• Must be able to type 45 wpm
• Experience with personal computers is required
• Medical terminology is preferred
• Experience using Meditech, ChartMax and scheduling
• Performs secretarial and receptionist duties relieving management personnel of routine administrative duties
• Prepares, as required, special reports, charts and forms
• Responsible for the safekeeping of all files, records and reports and ensuring files are labeled in accordance with Army Record Information Management System (ARIMS). Updates and makes changes to the SOPs and other documents used in department
• Performs varied clerical and secretarial duties requiring a knowledge of office routine and an understanding of the organization, programs and procedures related to the work of the office
• Must possess and continuously maintain a current driver’s license
• Work requires long, strenuous hours under pressure and extensive interaction with customers
• Must be willing to work overtime as required and cross train as directed
• Must comply with published Company work rules
• Will be required to work an uncommon tour of duty including nights, week-ends and holidays
• Must be able to pass a Pre-employment drug test and a National Agency Check with Inquiries (NACI) for computer access
• Performing office management and support duties including day to day administrative functions
• Guiding, or advising subordinate clerical staff
• Experience with controlled correspondence processes, systems and procedures in support of a Senior Executive
• Experience with Government processes and procedures for conference, training and meeting approval and reporting
• Receive telephone calls and visitors; handle routine matters personally and route non-routine business to proper staff for action
• Provide clerical assistance to Wellness
• Manage incoming/outgoing mail and follow-up on dates for action items
• Maintain and update department standard operating procedures
• Assist with transportation support as needed for GED testing and other student services
• Promote student attainment of career success standards through modeling appropriate skills, mentoring students, monitoring skills acquisition and intervening when inappropriate behavior is observed
• Database management for department records
• Purchasing and payroll responsibilities
• Clerical support for development of new initiatives (may require computer design skills)
• Supports clerical needs of all supervisory staff in the department
• 2 years of post-high school education in secretarial studies or equivalent. At least 3 years of secretarial and office experience, including one year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Advanced secretarial skills. Ability to take and transcribe notes. The ability to operate commonly used office machines, such as computers, office copiers, fax machines, calculators. OR a combination of formal training and experience equivalent to the above
• Serves as the back-up secretary to the Division Secretary and shares fully in the administrative controls and functions of the Division
• Receives visitors and telephone calls to the supervisor and determines the nature of call or business of visitors
• Schedules briefings from appropriate employees to keep supervisor informed of functional areas of responsibility or project status
• Controls supervisor’s appointment calendar, to remind supervisor of scheduled meetings, conferences, telephone calls, reports or letters due, etc
• Attends supervisor’s staff meetings and other meetings as necessary, takes notes, and prepares summary reports of proceedings for reference and other purposes
• Screens incoming correspondence of both a general or specific nature and action documents, refers highly technical matters to supervisors on basis of urgency or precedent nature
• Makes all necessary travel arrangements for supervisor, including arranging schedules of visits, prepares travel authorizations, vouchers and other associated documents
• Prepares Time and Attendance (T&A’s) for assigned employees using automated attendance reports and leave slips
• Occasional Travel May Be Required
• Preparing detailed summary reports at meetings and conferences
• Completing complex travel arrangements
• Reviewing reports and correspondence for signature
• Utilizing time management and/or tracking skills
• Communicates clearly with all levels of employees and providers
• Regularly interact with Physicians, Directors, Office of Counsel and Department Administrators
• Promote cooperation within the department and leads by example, works as a team player to improve office functions
• Possess intermediate computer skills including Microsoft Office, Excel, Microsoft Outlook, and Access
• Completes work accurately, in a timely manner with great attention to detail
• Confirm details, compile and process faculty reappointment contracts
• Serve as the central contact for other departments related to changes needed for Primary Care contracted providers
• Track and follow-up with providers, legal and Academic Affairs related to contract modifications and necessary changes to faculty roster and Med-Staff appointments
• Attend weekly recruitment meetings to discuss new candidates and possible contracts to identify possible pitfalls that must be addressed to move forward
• Work with finance to appropriately document FTE, salary, and administrative changes as well as making sure all initial contracting providers are paid appropriately (loan forgiveness, signing bonuses, etc.)
• Create and maintain an Access database of provider information, as well as the electronic provider contracts warehouse
• Assist with the tracking and follow-up of providers related to expiring elements for their medical staff appointments (Health review, PPD, Mask Fit)
• Work with senior leadership to complete a monthly review of faculty and identify those due for promotion as well as assist in the processing of these promotions
• Perform necessary pre-checks for practice acquisitions to help determine necessary set-ups
• 2 years of post-high school education in secretarial studies or an equivalent combination of experience and training. At least 3 years of secretarial and/or office experience, including 1 year in a position which demonstrated the ability to work with minimal supervision. Possess great attention to detail and organization skills. Regulatory understanding preferred. Intermediate abilities in Microsoft Office including: Microsoft Word, Microsoft Outlook, PowerPoint and Excel. SharePoint knowledge a plus. Superior written and verbal communication skills. Has used informational databases; Access skills preferred
• Complex office practices and procedures
• Business English, spelling, and mathematics
• Methods and techniques used in researching files to retrieve and update information
• Personal computers using various software programs
• Preparing and typing complex reports
• Collecting and organizing data
• Screening and routing incoming correspondence
• Maintain and update files of correspondence, records, and reports
• Learn, interpret and apply department policies and procedures
• Answer and refer inquiries to the appropriate staff members
• Primary Admin support to Senior Vice President in fast paced, high pressure environment
• Periodically provide general office management support to team
• Minimum of 5-10 years providing senior executive level administrative support within a large corporate organization
• Excellent organizational skills with strong attention to detail is required
• Ability to multi-task and operate within an organization conducting business within multiple time zones is required
• Ability to maintain composure in fast paced, high pressure situations
• Flexibility to work extended hours with little to no notice
• Prefer 10+ years providing senior executive level administrative support in large corporate organizations
• Provide administrative support to Partners, Executive team and related engagement personnel
• Amend and format reports and proposals in Khmer and English
• Prepare final reports for distribution, which includes binding, photocopying, scanning
• Help maintain various administration and filling systems
• Email newsletters, promotional material and other information to clients
• Reception cover which includes handling external and internal calls, meeting room bookings, car bookings and enquiring about flight schedules
• Assist with various events when required
• 0-1 year relevant working experience
• Collaborative skills
• Additional qualifications (certifications and/or licences if applicable)
• Degree in Human Resources Management will be considered as an asset
• Good Knowledge of MsOffice
• Serves as point of contact for external and internal clients. Receive phone calls and visitors. Refers to appropriate staff. Responsible for resolving customer service issues that may arise
• Composes, types, and distributes meeting notes, routine correspondence. Creates spreadsheets, presentations and reports in support of assigned department. Manage Access Databases
• Schedules and confirms meetings/appointments. Maintain scheduling and event calendars
• Prepares and finalizes a variety of reports to support and meet government reporting requirements
• Opens, reads, routes and distributes incoming mail and other material, and prepare answers to routine correspondence and emails
• Provides secretarial support to other managers/supervisors when needed as directed by the Operations Department Administrator
• Responsible for maintaining office supplies. Help perform period stock inventories and procure supplies as needed
• Performs various duties including, but not limited to file maintenance, workspace and general/common area cleanup
• Operates Government or Wolf Creek-owned motor vehicles and/or other equipment
• Adheres to the established CFSI safety and personnel policies and standard operating procedures
• Copy and attach primary insurance EOB’s to claim forms for secondary payer, enter mailing notes in Flowcast and mail forms to third party payers. Obtain Payer edits and check claim status from various sites, enter notes and forward to the appropriate Collector. Review claims billed within 45 days for payments or denials
• Save and forward electronic insurance remittances to the Insurance Collectors for their review
• Through ClaimLogic obtain Commercial Payer edits
• Daily, prepare outgoing mail. Sort and distribute incoming mail file, answer phones and special projects as assigned
• Processing Human Resourcehiring. retirement, termination, and salary paperwork.Additional paper work includes: Orientation Folders and assembling of on-boarding materials for new hires.Assists with scanning, filing and copying.Arranges for emails, inclusion in directories, etc. for new hires, maintains department email lists. Payroll pick up for bi-weekly hourly, semi-monthly, and monthly payroll. Visa processing of new hires for post-docs/fellows/staff
• Performs secretarial duties including: sorting and routing of mail, maintaining files and office supplies, Provides administrative assistance to the department and other staff members on specific administrative duties.Performs daily mail pickup and delivery. Provides daily phone backup. Orders offices supplies and break room supplies
• Provides administrative assistance to the department and other staff members, Department Head, faculty members, business officers and the like: furnishes factual reports and information about the business of the department, compiles technical and other information for publications, reports or correspondence; assembles information for and assists in preparation of budget requests.Maintains strict confidentiality of departmental budget, account, personnel and payroll records and information.Produces periodic status reports
• Frequently composes, processes and signs non-routine correspondence providing factual information.Gathers necessary information for and drafts important and confidential correspondence
• Provides assistance with department events, to include assembling/printing materials, placing orders and preparing the venue
• 2 years of post high school education in secretarial studies or equivalent. At least 3 years of secretarial and office experience, including one year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation with limited direction. The ability to operate commonly used office machines: computers, office copiers, fax machines, calculators. OR a combination of formal training and experience equivalent to the above
• Provide general secretarial and administrative support to 6-8 bankers
• Internal and external meeting co-ordination, including calendar management
• Arrange for business visas, business travel
• Expense management
• Phone coverage (answering phone calls, receiving and redirecting clients and visitors)
• Support vising clients and visitors
• Support visiting bankers
• Maintaining time management system, filing system
• Various administrative tasks or ad hoc tasks
• Must have previous experience working as a Team Secretary within Financial Institutions
• Excellent communication skills in English, Mandarin and Cantonese is essential
• Proficient in Microsoft Office application
• Candidate who is available immediately is highly preferred
• Extract clinical data from EMR progress notes (narrative note, respiratory support flowsheet and problem, medication and procedure lists
• Perform data entry of extracted data into a clinical outcomes database thus supporting QI and State mandated outcomes reporting activities
• Perform data extraction from EMR admission and discharge/transfer notes for all patients cared for in the NICU
• Produce daily reports on NICU patients for neonatal follow-up clinic, pediatricians, attendings, and billing department
• Track patient census, admission and discharge types and QI indicators
• 2 years of post-high school education, secretarial or word processing studies, or the equivalent. At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants. Advanced secretarial or word processing skills. Familiarity with spreadsheets and databases is a plus. The ability to operate standard office machines and word processing equipment OR a combination of formal training and experience equivalent to the above
• Knowledge of office routines and functions sufficient to refer visitors and telephone calls and to route correspondence by name and functional area
• Knowledge of institutional and unit policies, processes and forms
• Knowledge of proper format, grammar, spelling, punctuation, and capitalization
• Skill in utilizing computer software and online systems
• Skill in operating office equipment
• Ability to communicate effectively with staff, students, and the public
• Ability to follow oral and written instructions and apply institutional and policies accurately
• Ability to collect data, keep records, and prepare reports
• Ability to exercise functional supervision over employees
• Provide administrative support to the graduating class for yearbook project. Includes; fundraising, mailings, follow-up with sponsoring departments and local businesses
• Assist medical students with routine student services questions/needs, i.e. financial aid and bursar issues, registrar requests and advisory dean issues
• Provide back-up support for receptionist and coverage for Student Services Center front desk
• Handle all travel arrangements/reimbursements for Advisory Deans, Director and medical students attending national meetings
• Responsible for ordering, distributing and collection of pagers for 3rd & 4th year medical students. Maintain the database for pagers assigned to medical students. Work with IT Communications Center and the Paging Office to troubleshoot pager problems
• Reassign the graduating class mailboxes to the incoming class. Maintain master list of all mailboxes assigned to medical students and provide a list to the medical center post office.Organize student mailboxes by color to designate their Class year
• MedSIS, Medical Student Information System - compile and manage student information to be entered into MedSIS i.e. lockers, mailboxes and pagers
• RedCap - Create online surveys/questionnaires for 4th year medical students, and compile responses for updating the Residency Program Book
• Compile current medical student events, meetings and University of Rochester events to create presentations using Power Point for the CISCO digital sign
• 2 years of post-high school education in secretarial studies or the equivalent. At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation; or equivalent combination of education and experience. Needs to be multi-tasking, tactful and cross-culturally sensitive. Excellent communicative/interpersonal skills and excellent organization skills required. Ability to make independent judgments with a minimum of supervision required. Proficiency in Windows 2000, Microsoft Word, Excel and PowerPoint required
• Collection of external incoming and outgoing correspondence and issuance of internal correspondence
• Filing correspondence and/or other documents according to the internal instructions
• Accepting and transmitting telephone calls for TMF and the tenants
• Planning and booking the meeting rooms for staff members and for the tenants
• Ensuring that each meeting room has enough promotion materials (e.g. brochures) and is clean for the following meetings
• Meeting/welcoming visitors, providing necessary service (tea, coffee, water)
• Preparing tasks and scheduling and route planning for internal couriers of the Company based on requests received from the employees. Follow up the tasks with the internal couriers
• Preparing the timesheet daily for couriers, tenants, secretaries
• Ordering material move-in/out forms
• Communication with Suppliers in regards of getting best prises for TMF, most preferable terms and conditions
• Working with Suppliers
• Organising working places for the employees, make orders for furniture and equipment
• Providing colleagues with business cards and SIM-cards for the colleagues in the manner on the terms established in the Company
• Organisation and control of supplying TMF employees and tenants with stationary, goods and other material assets
• Ordering a taxi for colleagues and clients, if required
• Administrative support of TMF employees and tenants, work with the Landlord on proper work of all systems – light, vent, air conditioning system, consumer electronics, installation of office equipment and furniture, etc
• Supplying office employees and tenants with permanent passes, providing access of employees to Company premises
• Working with Company headquarters in regard to obtaining of permanent passes, placement of data on Intranet
• Providing support in organization events, communication of corporate fees for hotel reservation, booking of tickets, hotels, transfers etc
• Translating correspondence and other documents from/into English/Russian or Russian/English, if required
• Preparation of letters, faxes and any other forms of written communication with clients, state authorities or other third parties in English and in Russian according to the Company internal standards for the correspondence
• Effective communication with clients and colleagues through written, verbal and non-verbal communication and actively listens to, understands and constructively questions others
• Prioritizing tasks and meeting all the deadlines as indicated by superiors
• Performing other tasks under the request of the supervisor. Keeping the desk clean and organized and, at each day-end, puts all the client files back in the cupboards
• Excellent interpersonal skills, including the ability to interact effectively and tactfully
• Demonstrate ability to establish priorities, and to follow through on instructions and deadlines
• And computer proficiency, including familiarity with Microsoft Office (Outlook, Word, Excel, etc)
• With general guidance as to priorities, manages the time and calendar of the Executive Director, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access to Executive
• Represents the executive in contacts with University officers, members of the University senior leadership team, affiliate leaders, faculty, department chairs / heads, relaying (and frequently anticipating) the executive's instructions, preferences and concerns, and obtaining reports or recommendations
• Anticipates the needs from and obtains background material for decisions and conferences. Compiles, edits, checks for accuracy material for reports, correspondence, publications and speeches. Prepares and signs routine correspondence; composes correspondence on policy or other substantive matters
• Assists with the preparation of University Audit and Risk Assessment Committee Meeting materials for May and October Meetings
• Under general direction as to policies and regulations, manages the clerical records and other support services in the department
• Represents the department in requisitioning and arranging for administrative and other service, including support staff, space, equipment and supplies
• Schedules group meetings, staff meetings, and annual performance evaluation meetings
• Prepares travel and conference expense reports
• Prepares charts, graphs, PowerPoint presentations
• Orders supplies as requested
• Assigns tasks to student employee
• Manages the printing needs of the department: loading paper, cartridge replacement, reordering supplies, service contract / repair
• Manages annual IT license process
• Manages equipment inventory paper file
• Manage the Departmental schedule
• Handle all calls and appointments, courteously and promptly
• Tertiary qualifications, or other collegiate-level degree, not required but preferred
• Organize and maintain supervisor’s correspondence, records and complex documents requiring multi software applications
• Prepare workshops & conferences by providing logistics services, meeting facilities, accommodations etc
• Maintain the supervisor’s appointment, travel calendars and organizes business travels, including reservation of hotel accommodation, ticketing, travel document application, etc. Prepare and submit travel expenses statement as requested
• Collect, summarize and compile relevant business data into reports as directed. Establish and maintain a proper filing/ database system for easy retrieval and accurate documentation to facilitate information flows
• Coordinate department internal issues, such as kinds of employee social activities, contact lists updates, etc
• Other tasks assigned by the supervisor
• Maintains personnel files, calendars, schedule conference room, copying, reception duties,
• Track service compliances such as BLS/ACLS, chart Reviews, OPPE’s, board certificates, license expirations
• Data entry for new hires, preparing new APP personnel files, evaluations,
• Manage monthly new hire orientation
• Coordinate Medicaid/Medicare applications
• Process Extraordinary Effort forms
• Assist with APP reappointments
• Update SharePoint
• Initiates and processes standard forms and documents such as personnel action forms, purchase orders, vouchers, and invoices
• Maintains and updates records on personnel, budgetary and purchasing transactions, and verifies and reconciles departmental statements. Tracks and monitors expenditures, notifying management of status and/or concerns
• Composes correspondence in response to routine inquiries within established guidelines
• Assigns, coordinates and reviews the work of other secretarial/clerical personnel for conformance to established guidelines
• Integrates information and may run routine queries to generate or produce reports
• Organizes activities and/or events for department such as scheduling room, ordering food, sending invitations, preparing agenda, etc. according to pre-determined guidelines or standards
• This position has the sole responsibility of processing all of the divisions inspection reports as a result of the 7,000 plus inspections conducted annually via the division's Milk Inspection Program (MIP)
• Maintains Certified Milk Inspector Program to include all files, yearly training requirements and preparation and distribution of the quarterly Certified Milk Inspector Newsletter
• Oversees Certificates of Free Sale that allows companies to export to other countries. Includes creation, delivery and billing
• Submits all of New York State's drug testing dataset into the National Milk Drug Residue Database
• Maintains Dairy Equipment Installer Database
• Serves as point of contact for all requests under the Freedom of Information Act
• Maintains the database for Broken Seal Certified Personnel in all of the more than 350 processing facilities across New York State
• Manages all of the purchases for field and office operations
• Arranges office conferences, meetings, conference calls and webinars
• Duties and initiatives as assigned by the director or program managers of the division
• Provides administrative and secretarial support to the EVP and department staff
• Type correspondence on the PC for the EVP and department
• Processes all correspondence to include categorizing mail, organizing priority communications from the Commissioner and other key executives, and follow-up including photocopying
• Monitors correspondence prepared for the EVP's signature to assure timeliness, completeness and accuracy
• Maintains office files and follow-up systems and revises office procedures as required
• Handles telephone inquiries on a wide variety of topics relevant to the Office operations, responding to inquiries and directing more technical questions to appropriate staff
• Schedules and coordinates meetings and appointments
• Prepares trip memorandums in advance for approval, makes all travel arrangements and submit expense reports to payroll
• Coordinates vacation scheduled for the department staff and ensures adequate coverage at all times
• Coordinate and schedule department staff meetings to ensure the department meets on a monthly basis, if applicable
• Produces draft and finished copy of various documents and program correspondence, as required from dictation or hand-written documents
• Performs other miscellaneous duties as assigned e.g., orders equipment, supplies, legal materials, etc
• Answer telephones and respond to general inquiries or direct callers to the appropriate department for further assistance
• Reconcile procurement card statements
• Order office supplies, maintain office equipment
• Prepare pre-travel requests
• Maintain Regional Council member spreadsheet, set up public hearings and maintain project files
• Provide assistance on any aspect of project/office functions as designated
• Two years of satisfactory secretarial experience, preferable in a legal environment; or satisfactory completion of a two-year course in secretarial science from a business school registered with the NYS Education Department, a NYS community college, or a technical institute recognized by the NYS Education Department as following acceptable practices; or a satisfactory combination of the above
• Effective organizational and communication (written and oral) skills; ability to work independently, establish and maintain effective working relationships, handle multiple assignments simultaneously, and adhere to deadlines required
• Prior experience in a legal office and interaction with high level managers and government officials is desirable
• Managing calendars, making all travel arrangements and submitting travel vouchers for individual attorneys, formatting, proofreading and compiling documents, creating forms and templates, scanning and copying documents, creating binders as needed, and assisting with administrative hearings and litigation matters
• Assisting with event planning, scheduling meetings, ordering food, ordering copies, and placing design & print center orders
• Handling NYS Continuing Legal Education applications for the Office General Counsel- submitting approval forms to the CLE Board and submitting the required forms and certifications after the training is complete
• Updating the Office of General Counsel’s website with new staff biographies or staff removals
• Assisting with the Office of General Counsel’s budget. This includes budget tracking, reviewing invoices, making travel reservations, preparing travel vouchers, and reconciling travel card reports
• Inputting and updating the Office of General Counsel’s database management system, Legal Files. This secretary has administrative capabilities to such system and therefore ensures memberships and access are up to date
• Assisting with the Office of General Counsel’s employment searches
• Answering phones and routing calls to the appropriate attorney or office within System Administration
• Provide OBCR staff administrative support with supervisor approval
• Sort and distribute the mail
• Answer telephone and respond to OBCR e-mail. Refer calls to appropriate OBCR staff
• Maintains, updates and inputs the CRO Residential Tracking Report for the CNY District
• Provides administrative support to Team Leader
• Develop letters
• Schedule meetings and take minutes
• Compile information for team reports
• Manages Team Leader/staff calendars for meetings
• Schedules meetings for all team members
• Triages incoming phone calls/emails to the appropriate staff
• Office coverage as needed
• Additional duties as assigned by Team Leader
• The ability to perform specified duties, as demonstrated by responses to hypothetical situations at interview
• The ability to communicate effectively and efficiently with agency staff, outside agencies, families and consumers
• The ability to schedule meetings with proper notification, and attend meetings for the purpose of recording minutes as needed
• The ability to demonstrate a working knowledge of computers, Windows XP, Microsoft Word, Excel, and agency computer systems
• May be a letter or other documentation on official stationary/letterhead with an official signature
• Clearly states that you are eligible for appointment under the PWD/PWTD hiring authority or a Schedule “A” appointment authority as outlined in 5 CFR Section 213.3102 (u).”
• Does not need to detail the specific disability, medical history, or need for accommodation
• Provide administrative and secretarial support to the President’s Leadership Team including MC Secretary and Secretary 2 in the President’s Office
• Process travel arrangements and reconciliation of expenses and reimbursement
• Budget reconciliation
• Internet research related to advancement and government relations to update addresses and contacts
• Assist with tracking of legislative activities including letters of support for each project
• Process all correspondence to include categorizing mail, organizing priority communications, and follow-up including photocopying and distribution
• Monitor correspondence prepared for signature to assure timeliness, completeness and accuracy
• Maintain office files and follow-up systems and revise office procedures as required
• Handle telephone inquiries on a wide variety of topics relevant to the office operations, responding to inquiries and directing more technical questions to appropriate staff
• Schedule and coordinate meetings and appointments, as needed
• Perform other miscellaneous duties as assigned e.g., order equipment and office supplies, filing, etc
• Type correspondence on the PC using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook software programs
• Office management and equipment
• Filing systems and report preparations
• Establishing and maintaining interpersonal relationships
• Maintain confidentiality
• Learn, interpret, and apply department policies and procedures
• Monitor and track all office workload
• Perform data entry of field staff workload
• Track high-priority projects for prompt completion
• Screen incoming telephone and in-person requests
• Maintain and reconcile concealed identity account
• Process and prepare weekly and monthly operating reports
• Process all incoming correspondence
• Prepare and type correspondence concerning program policies and procedures
• Maintain all office inventory and supplies
• Maintain calendar schedule for various regional office activities
• Prepare and mail draft correspondence and other documents to complainants
• Mail documents and letters via bulk mail and/or certified mail
• Arrange for the archiving and retrieval of materials from the NYS Archives
• Answer main phone for bureau. Respond to questions concerning policy or procedures and refer calls to appropriate staff member for technical information
• Design, set up, and maintain files and databases for various bureau and staff records
• Search for requested material and periodically purge obsolete material for storage in records center or for disposal
• Track staff and expense reporting
• Coordinate and manage print shop projects (large-scale scanning, copying, printing, etc.)
• Review completed print shop projects to insure that projects are complete and accurate
• Reserve office rooms and equipment for staff; including scheduling of court reporters
• Maintain and order supplies for bureau
• Schedule maintenance of office machines
• Register and record guests to bureau
• Receives and screens visitors and telephone calls, and handles general inquiries
• Schedules/coordinates meetings, conferences, special events, appointments and travel arrangements
• Establishes and maintains filing systems
• Orders and stocks supplies
• One year secretarial experience required with strong customer service focus. Secretarial experience in a healthcare setting preferred
• Medical terminology preferred
• Completes a variety of internal paperwork for the department, including travel and mileage reimbursement forms, general stores requests, check requests, and clinical/data reports
• Maintains appropriate log sheets and records needed for efficient operation of Unit
• Handles internal and external mail for Unit
• Performs typing assignments from rough drafts ensuring proper format, correct grammatical usage and proofreading accuracy
• Handles Unit’s telephone calls in a professional, thorough and helpful manner
• Maintains accurate filing system to meet the needs of the Unit
• Maintains office supplies and equipment necessary for efficient functioning of program
• Serves as liaison between Unit, internal and external agencies. Contributes to and supports goals and objectives of UBHC
• Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff member for very technical information
• Respond to questions concerning program, policy and procedure. Refer most complex technical questions to appropriate staff
• Monitor and track status of program activities
• Prepare responses to letters concerning program, policies and procedures for supervisor's signature
• Design, set up and maintain files (including electronic) of correspondence/documents; code and file material, search for requested material, and periodically purge obsolete material for storage in records center or for disposal
• Schedule meetings and maintain calendar
• Make travel arrangements and prepare travel vouchers
• Transmit instructions from supervisor to appropriate staff orally, in writing, or electronically and follow up to see that instructions are followed and deadlines are met
• Maintain organized files and active records
• Simultaneous execution of more than one task
• Able to conduct effective information research
• Deltek, SharePoint and database experience
• Greet visitors and ensure that all visitor management procedures are followed including directing them to the appropriate staff/conference room locations
• Open, sort, and distribute the daily mail to employee mailboxes
• Pick up and distribute paychecks
• Manage calls and respond to general telephone inquiries
• Prepare correspondence, documents and reports as needed. creating and updating departmental lists and reports
• Schedule meetings and events as requested
• Coordinate departmental purchasing, work with vendors, utilize procurement card, and order supplies
• Copy, file, and track staff performance programs and evaluations, and due dates. Remind supervisors of needed actions
• Assist the Director and professional staff with travel needs
• Answer main phone line and answer questions or direct to appropriate staff
• Receive, edit and distribute inspection reports, addendums, and operational plan amendments
• Track due dates of reports and send out reminders, if necessary, to ensure timely submission of reports
• Mail renewals of operating certificate forms
• Process and file new operating certificates
• Track expiration dates of operating certificates
• Process purchase orders for supplies
• Type correspondence for staff
• Receive, log and distribute mail
• Fax/Copy/Scan materials as needed
• Coordinate, arrange and schedule meetings
• Design, set up, and maintain office filing systems (including electronic)
• Assist with data entry of inspection report information
• Candidates should reference posting #16-207 when submitting your cover letter or resume for this position.** If submitting your application electronically, please reference posting #16-207 as part of your subject line
• Responsible for mail, telephone, computer mailings, budget, etc
• Responsible for written correspondence including: recruitment letters, report/drafts, processing University forms, data entry of prospective student information etc
• Responsible for all calendar appointments of the Assistant Dean. Must also keep an office calendar
• Responsible for maintaining filing systems including: office records, recruitment and other contacts, as well as office budget transactions
• Organize the flow of the office, suggest or implement new or revised office procedures
• Drafting letters, memos, reports for review, research and prepare responses to complex or unusual inquiries
• Design, maintain, purge file systems (electronic and hard copy)
• Schedule meetings and maintain office calendars
• Travel Arrangements: coordinate travel arrangements, prepare travel vouchers for processing through Accounting
• Conference Planning: assemble and coordinate background materials for meetings / conference. As needed, attend conferences and provide written summaries of meeting conclusions
• Prepare reports using statistical and narrative information
• Supervise clerical staff / Assist with interview process / Assign work duties to subordinates / Track performance / Train and Review work to insure compliance
• Office Supplies: maintain and inventory office supplies, purchase supplies as needed
• Budgeting / Purchasing / Personnel: may handle routine budgeting, purchasing and personnel activities
• Possess a relevant secretarial certificate with related working experience
• Able to work shift hours ending 7pm
• Possess drive, energy, is meticulous and attentive to details as well as the maturity to work with people from all levels
• Have effective time management, documentation and organizational skills
• Is proficient in MS Office Suite (Word, Excel, PowerPoint) combined with strong written and spoken English
• Able to multi-task and prioritize for maximum results
• Completing special projects
• Setting up tracking systems
• Compiling information and distributing various correspondence
• Answering telephone
• Typing a wide range of reports
• Preparing purchase requisitions
• Monitoring and maintaining office equipment
• Knowledge of basic office and clerical procedures
• Knowledge of record management and collecting and organizing data
• Skills using computer and office equipment
• Skills maintaining and updating correspondence files, reports and records
• Ability to follow written and oral instructions and work independently
• Ability to communicate effectively and professionally
• Ability to prioritize varied assignments
• Will have one year of experience in an office setting
• Experience using computer systems, (e.g. Microsoft Word, Excel, etc.) is highly desirable
• Plans, organizes work, and meets all deadlines
• Ensures purchase documentation filing systems are well organized. Provides historical reference by utilizing filing (hard copy and/or electronic) systems
• Serves as a focal point of authoritative information for the preparation and compilation of data used for a variety of reporting purposes. Receives documentation, reviews for proper format and responsible office signature authority
• Queries various computer work systems and data bases (hard copy and/or electronic) to
• Compose, type, and distribute meeting notes, forms, letters, memos, reports, announcements, etc
• Schedule and attend staff, customer and departmental meetings as needed. Assemble materials; record, report and distribute minutes/information as directed
• Prepares and maintains records and advanced spreadsheets for expenditures, performance, man hours, contract deliverables, etc
• Generates and tracks purchase requests. Reviews and receives such requests per procedures
• Organize and prepare temporary duty assignments (TDY)
• Coordinate visitors for security, access and approval
• Set up and maintain filing system per contract requirements and needs
• Assists to plan and facilitate functions such as personnel, space requirements, etc
• Serve as point of contact for external and internal clients; screen calls, visitors and incoming correspondence; personally respond to request for information concerning office procedures
• Explain to other staff members the systems, procedures and requirements concerning procedures, coordinate personnel and administrative forms
• Facilitate distribution/collection and maintain logs i.e. information, contacts, keys, radios, pagers, etc
• Gain an understanding and assist to follow collective bargaining agreement, company guidelines and customer PWS
• Manage the department communication boards ensuring they are up to date
• Track and report on training, certification and license requirements, i.e. DOT, CDL, safety, hazmat, etc
• Responsible for resolving customer service issues that may arise
• Facilitate the distribution and collection of information, i.e. timesheets, announcements, etc
• Provide operational support to other managers/supervisors as directed
• Maintain office supply inventory
• Perform various duties including, but not limited to file maintenance, workspace and general/common area cleanup
• Operate Government and company-owned motor vehicles and/or other equipment
• Adhere to the established safety and personnel policies and standard operating procedures
• Coordinate and maintain the calendars, including scheduling meetings and handling travel arrangements when necessary
• Maintain contact distribution lists for the BSC
• Draft communications, presentations, procedures and other communications
• Greet visitors, manage incoming telephone inquiries, correspondence and record keeping
• Ensure coordinated support across the BSC and provide backup support to other units when needed
• Appropriately handle confidential issues and respond to requests
• Proficiency in the use of Microsoft Office, Excel, and Power Point
• Arrange and coordinate meetings, conference calls, and training webinars
• Coordinate and arrange statewide meetings
• Resolve day-to-day operational problems
• Type, edit, format, correspondence, reports, memos, spreadsheets, presentations, etc
• Manage the office’s email mailbox
• Prepare travel requests (PTAs) including attachments and travel reimbursement requests
• Assist in the hiring process, which includes preparing job postings, canvassing lists, arranging interviews, and processing appropriate paperwork
• Answer telephones, direct inquiries, take messages
• Candidates must have permanent status as a Secretary 1, Grade 11, and be eligible for lateral transfer; OR be eligible for transfer under Section 70.1 of the Civil Service Law. Section 70.1 allows a permanent, competitive class employee, who has at least one year of permanent service in a qualifying title, such as Office Assistant 2, Office Assistant 2 (Keyboarding), Business Document Specialist 1, or Motor Vehicle Representative, to transfer to a Secretary 1 via Section 70.1
• Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute corrected) as demonstrated by passing the Keyboarding Performance Test
• Review incoming correspondence and reports to determine their significance
• Gather data relevant to complex or unusual inquiries in order to provide a basis for a reply or a decision and/or draft the reply
• Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff members for very technical information
• Respond to questions concerning program, policies and procedures. Refer most complex technical questions to appropriate staff
• Prepare responses to letters concerning program, policies and procedures for supervisor’s signature
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insure that appropriate background material is attached
• Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material and periodically purge obsolete material for storage in records center or for disposal
• Arrange conferences; assemble and coordinate background materials for meetings and conferences. Attend such conferences and prepare a summary of the meeting’s conclusions or agreed upon courses of action
• Transmit instructions from supervisor to appropriate staff orally, in writing or electronically and follow up to see that instructions are followed and deadlines are met
• Use the Central Case Management System (CMS) to enter data and generate reports
• Screens requests for meetings or briefings from members of the staff and arranges appointments within the Director's schedule. Arranges meetings including space, time and staff representation. Assembles background material for agenda items and notifies participants of items to be discussed. Ensures all aspects are covered to ensure meetings are conducted efficiently
• Receives and reviews all incoming correspondence, publications and directives. Determines which matters require supervisor's attention. May personally respond to or redirect correspondence. Conducts research necessary to prepare replies. Follows up to ensure actions are completed within time frame established
• Screens all correspondence prepared for the Director's signature for clarity, completeness of reply, and grammatical and procedural correctness. Reviews for technical adequacy of content and, if necessary, personally coordinates with and obtains clarification from originator of correspondence
• Types a wide variety of correspondence including complex types such as congressional memoranda and reports. Utilizes automated equipment in the performance of duties
• Makes travel arrangements for the Director. Prepares travel orders; plans and schedules itineraries to ensure maximum economy of time, and ensures that all concerned are aware of the Director's travel and appointment schedule. Completes travel claim vouchers based upon information provided by the Director, ensuring documents are maintained on file
• Performs a variety of administrative functions. Typical responsibilities include tracking and reporting divisional expenses (payroll, travel, office supplies, etc. vs. budget), ordering office supplies and performing time keeping functions
• Ensures that the practices and procedures used by secretaries within the division are consistent with established correspondence methods, policies and procedures
• Treats callers and customers, both internal and external, with respect and courtesy. Discharges responsibilities tactfully and diplomatically
• Is privy to confidential/sensitive information and must ensure confidentiality of division matters
• 3 years experience in general office work, including typing and routine clerical duties
• Min. Diploma Degree
• Min. 2 years working experience as Secretary
• Good in using MS Office
• Good in communication and drive
• Able to speak and write in English
• Expertly manage the office of our VP including but not limited to
• Previous administrative experience within entertainment industry
• Excellent computer proficiency – Mac: Filemaker Pro, Word, Apple Mail, iTunes
• Ability to be flexible with work schedule (some overtime is required)
• The ideal candidate should possess a skill set ranging from basic assistant skills, contract administration and legal
• This person should be comfortable working closely with head of Business Affairs Executive. Being confident and professional in communication is a necessity
• This person must be extremely organized, detail oriented, and have a fairly high stress tolerance
• This person must have the ability to multi-task in a fast-paced environment
• This person must possess a strong work ethic as certain responsibilities involve handling sensitive issues and confidential information requiring discretion on the employee’s part
• Advanced Computer Software skills and experience encouraged in: Outlook, Word, Excel, PowerPoint and Advanced Internet search/research
• Prior law experience strongly preferred
• Bachelors Degree is required
• Education: High School Diploma or equivalent required. Knowledge of Medical Terminology required
• Licensure/Certification: n/a
• Professional Experience:Previous secretarial or receptionist experience required. Prior experience in a healthcare setting preferred. Must have basic computer skills
• Answer phone calls and direct inquiries to appropriate team member
• Schedule appointments and arrange conferences and meetings
• Maintain and update program logs and rosters
• Photocopying, scanning and faxing documents
• Organize and maintain Program Manager's files
• Provide support for management and staff
• Coordinate, arrange, schedule and plan logistics for meetings for Program Manager and unit staff
• Review memos, correspondences, letters, meeting agendas and minutes
• Track compliance of all employees for mandatory trainings
• Track employee performance evaluations for the Unit
• Maintain administrative staff files and documents
• Assist with new employee hires and employee termination documentation
• Serve as a timekeeping proxy, assist staff with payroll inquiries and track staff attendance
• Initiate supply orders, ergonomic equipment through Special Requests and/or Service Catalog
• Participate in various projects as requested by supervisor, District Chief, and/or staff
• All other duties necessary/assigned by Program Manager
• Ability to work collaboratively with various team members
• Adaptability and flexibility to meet program needs
• Some proficiency with Microsoft Outlook, Word and Excel Proficient in Microsoft Office Suite; Excel, Word, PowerPoint, Access, and Outlook with experience utilizing in composing, editing, and updating documents
• Excellent verbal and written communication skills with attention to detail and proficiency in spelling, grammar, proofreading, and editing
• Experience handling sensitive and confidential matters/materials professionally and discreetly
• Strong interpersonal skills with ability to work effectively with all levels of Departmental staff
• Strong computer skills in Microsoft Word, Excel, CWS/CMS
• Ability to manage multiple priority assignments
• Demonstrated ability to work within timeframes and meet deadlines
• Strong verbal and written communications skills
• Strong computer skills, including proficiency in both Microsoft Word and Excel
• Detail oriented with the ability to produce an accurate and thorough work product
• Strong organizational skills to follow-up with others to ensure deadlines are met
• Experience with timekeeping functions and usage of TIMEI
• Strong computer skills in Microsoft Word, Excel, PowerPoint
• Strong organizational skills and ability to multi task effectively
• Restricted to permanent employees of Los Angeles County **
• Arranging flight, hotel and visa for staff business trips
• Managing the projectors for meetings
• Managing the meeting rooms (handled by receptionist)
• Monitoring invoice submission to SLT
• Review incoming cases, applications and correspondence, draft responses where appropriate
• Review outgoing correspondence; research background information; transmit instructions to staff and conduct follow-up
• Prepare both confidential and routine correspondence
• Handle telephone calls and visitors and respond to questions
• Arrange meetings; coordinate disciplinary hearings; serve as liaison with key executives, staff, employees, unions and the public
• Establish office procedures; design, set up, and maintain office filing systems and databases
• Coordinate information flow by acting as liaison among, staff members and the public
• Operate equipment which requires the skilled use of a standard alpha-numeric keyboard, scanners, fax, and copy machines to produce correspondence, reports, and other agency documents
• Responding candidates should have a high proficiency with Microsoft Outlook, Word and Excel
• These and any additional duties may be discussed in detail during the interview
• Screening and directing incoming calls
• Coordinating telephone coverage
• Maintaining mail and assignment logs
• Maintaining the Deputy Commissioner’s calendar
• Coordinating travel arrangements
• Acting as liaison among support staff within the Division
• Assisting in processing and tracking operating certificates
• Preparing and/or assisting in preparation of various reports for the Division
• Preparing various letters, memorandums, etc. for the Division
• Preparing meeting materials
• Miscellaneous clerical assignments are necessary
• Prepares medical records for new admissions and discharged patients
• Communicates appropriately and clearly to charge nurse, co-workers and physicians
• Retrieves all lab results from computer and brings the results to the attention of the appropriate staff nurse
• Demonstrates an ability to be flexible, organized and function under stressful situations
• Treats patients and families with respect and dignity
• Interacts professionally with patient/family and provides explanations and verbal reassurance as necessary
• Meditech experience / data collection/ charge entry
• BLS Certified
• Experience in the healthcare setting preferably working in an inpatient unit
• Assist Jim Leach in creating Owner monthly status reports to be presented in Owner team meetings with Houston Owner teams
• Assist in tracking new PAFs for new team members being added to the Jacobs Mumbai team
• Assist Owner and Jacobs in tracking Model Review comment sign off status
• Maintain an Owner Teams visitor schedule to ensure Jacobs has airport pick up and return transportation available. And assign temporary office space for the Owner’s team visitors
• Ensure all Owner visitors have the proper security and safety information/ contacts cards and have their contact information at all time while in country
• Be able to assign transmittal numbers and distribute Transmittals which will be originated by the Owner’s Mumbai team
• Coordinate any Office supplies and needs that are required for the full time and part time Mumbai Owners
• Identify and build internal and external relationships
• Carry out all filing
• Report any maintenance issues or hazards
• Assist with special projects related to the Executive Office
• Screens telephone calls, visitors, and incoming correspondence, personally responds to requests for information concerning office procedures, determines which requests should be handled by the supervisor, appropriate staff member or other offices. May prepare and sign routine, nontechnical correspondence in own or supervisor's name,
• Schedules tentative appointments without prior clearance. Makes arrangements for conferences and meetings and assembles established background materials, as directed. May attend meetings and record and report on the proceedings,
• Reviews outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures, assures that proper clearances have been obtained, when needed,
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to supervisor or staff,
• Explains to subordinate staff supervisor's requirements concerning office procedures. Coordinates personnel and administrative forms for the office and forwards for processing
• To provide a whole range of secretarial and organisational support to all members within both departments
• Act as focal point of contact and an efficient liaison between colleagues and clients
• Efficiently and proactively organise diary appointments and travel
• Assist team in meeting their financial targets ensuring timely billing etc
• Schedule, book and arrange resources for meetings, appointments and travel
• Answer telephone and email queries promptly
• Provide general office support including photocopying, filing, typing letters and reports, scanning, binding, archiving, opening and distributing post, dealing with queries when necessary
• Good IT knowledge and typing skills, excellent organisational skills, good communication and team working abilities
• Ability to set up conference calls using the required technology
• Demonstrable Secretary experience
• Experience working in the property sector an advantage
• Responsible for College of Direct Support (CDS) system maintenance, data entry and clean-up, trouble-shooting, dissemination of communications to user lists; provides remote technical assistance to external customers on basic elements of use of College of Direct Support platform; and conducts training related to CDS system administration
• Works within a team structure to revise current and supplemental trainings
• Composes, proofreads, and edits letters, memos, reports, labels, and other routine correspondence; assists in the preparation and duplication of documents, charts, manuals, reports, overheads, minutes, handouts, brochures, training materials, etc
• Secures training sites & update listing for training in North/Central/Southern Regions of New Jersey; coordinates and handles registration fees and performs collections duties with registrants, as needed
• Handles site and equipment coordination, registration, and preparation for conferences, workshops, seminars, training events, and meetings
• Maintains confidential correspondence and other filing, copying, faxing, collating, binding, labeling, and mailing
• Assists in maintaining Boggs Center database for training records, mailings, etc
• Answers incoming telephone calls, screens inquiries, provides necessary information when appropriate, and relays information
• A strong foundation of administrative concepts, principles, and practices sufficient to independently provide support services to office staff
• Knowledge and skill of administrative operating procedures, policies and instructions required to carry out daily administrative functions including security, procurement, financial management, telecommunications, property, supply and equipment
• Knowledge of domestic and international travel policies and procedures
• Skills of a qualified typist and extensive knowledge of the capabilities of a variety of types of office automation software, hardware, and related equipment. Detailed knowledge of typing formats, forms, policies, filing systems, and terminology of the organization
• Broad knowledge of organizational functions, policies, and practices needed to provide administrative services essential to the operation of the organization
• Ability to communicate orally and in writing and perform as a team member with managers and employees, both within and outside the organization and Agency-wide
• Schedules patient/client consultations, appointments and follow-up visits
• Greets and receives patients
• Obtains pertinent statistical information from patients
• Performs order entry on patients for specific tests and/or performs charge entry
• Contacts physicians regarding patient/client test results with appropriate follow-up as ordered
• Maintains department and patient/client files
• Corresponds/calls patients/clients who have missed appointments to reschedule
• Corrects reports as needed, obtains signatures, etc
• Sorts, distributes, and routes departmental mail
• Serves as a resource to provide correct information relative to departmental policies, procedures, and operations, as required
• Types and/or proofs correspondence, memos, forms, reports, etc
• Screens and transfers or relays messages to appropriate personnel, utilizing approved message system
• Associate's degree in Secretarial Science preferred
• Minimum of six months previous related experience
• Typing, word processing, business communications, and basic mathematics
• Bilingual in Portuguese required if working in Community Outreach program
• Receive and screen telephone calls and e-mails
• Edit and maintain SharePoint per request
• Effectively and professionally communicate with all levels of the organization and provide proper assistance/information on behalf of internal customers
• Receive oversea visitors, take full charge of VIP guests’ visiting agenda, including setting up appointments, ground transportation, hotel booking, entertainment, etc
• Organize department offsite meetings or department outings
• Assist with secretary team projects when required
• Perform related duties and responsibilities as required by line manager or internal customers
• Highly proactive and result oriented
• Good planning and time management
• Must be able to work under pressure
• Typing skills of a minimum of 65 wpm
• Computer literate, Outlook, Microsoft Excel
• Excellent organisation and communication skills
• Ability to organise, plan and manage workload
• Ability to meet deadlines and work well under pressure
• Provide clerical and administrative support to the Sourcing/Purchasing Management Team
• Data entry into MS Excel, Access & IBM AS/400 for purchasing items
• Preparing correspondences in MS Word
• Various other administrative tasks as directed by departmental needs
• H.S. Diploma required. Administrative schooling/training a plus!
• Experience with a multi-line switchboard preferred
• Experience in sourcing/purchasing a plus!
• Proficient in MS Word & Excel. Familiarity with MS Access a plus!
• Bi-lingual in Spanish or French is a plus!
• Demonstrated ability to prioritize and work independently
• Work hours for this position are Monday-Friday from 8 AM to 5 PM
• Prepare and coordinate events
• Coordinate travel and accommodations for guests and professional staff
• Prepare and ensure honorariums and stipends are encumbered and meet state regulations
• Update databases and spreadsheets using Access and Excel
• Assist with media digitization
• Responsible for HR paperwork for unit employees
• Coordinate development and distribution of printed and electronic promotions and publications
• Oversee office procurement and distribution of records, supplies, and resources
• Assist the office in the coordination and flow of information. Prepare general correspondence and interdepartmental communications to include mail pick up/distribution and bulk mailings
• Provide administrative assistance for individual faculty members to include typing reports, itineraries, and all requisitions
• Order CTE's online and collate when received
• Prepare applicant files and info for the hiring committee tasked with hiring faculty/professional staff
• Arrange and prepare faculty offices for new hires
• Compile faculty schedule and office hours for posting and to provide to the Chair/Dean
• Initiate and submit reappointment forms for adjunct instructors and other temporary staff
• Drop off and pick up duplication requests
• Order general office supplies, to include credit card purchases and the follow up reporting to the purchasing department and the state online reporting system
• Provide information and assistance to faculty/staff to include technical assistance, teaching/creative activity projects
• Assist in facilitating faculty book orders
• Secure space for rehearsals, guest artists, and special events
• Notify relevant entities of all performances taking place in the Performing Arts department
• Schedule and monitor the tuning of instruments
• Maintain a listing of all departmental inventory
• Assist with copier equipment and submit work orders and key orders for faculty/professional staff
• Respond and refer to student and general public requests
• Monitor department emails, faxes, and voicemail messages
• Attend and take notes during departmental/faculty meetings
• Assist the Publicity Coordinator with mailings and web support
• Assist in job ad preparation process
• Prepare new student files
• Maintain assessment data
• Acquire, maintain, and monitor all student and faculty files
• Supporting the field placement process for specific teacher education programs through communication with public schools, instructors and teacher candidates.; coordination of flow of information from FESP to schools, campus offices, faculty and students
• Scheduling, organizing and coordination of appointments for Director and FESP office
• Coordinate events, conferences, meetings and school site visits for the Director and FESP Office
• Handle incoming correspondence, draft responses and review outgoing correspondence; assist and collaborate to manage student, instructor, and campus staff needs on the daily basis
• Handle telephone calls from internal and external constituents by responding to inquiries, and gathering information
• Attend weekly FESP Meetings and monthly campus meetings and record minutes
• Maintain and update FESP database with student, teacher, district, supervisor and placement information
• Review and process travel reimbursement requests for supervisors, FESP staff and Director
• Assist and collaborate with FESP Office staff to improve information management, including but not limited to records collection, storage, e-mail and phone information, development of e-mail lists, and improving electronic methods of communication with internal and external partners
• Assist with data gathering for annual reporting
• Assist in reviewing and revising of Newsletter, ST Handbook, EFE Handbook on annual basis
• Create projects for leased location as well as for state office buildings
• Maintain statistics for state office buildings
• Update computer system daily using the SFS database
• Maintain lease files, correspondence and various reports to distribute as necessary
• Must be knowledgeable in various office programs such as Word, Excel, Outlook, etc
• Answer telephones and screen calls to refer the appropriate personnel and other duties as assigned
• Review and log in incoming correspondence and draft responses where appropriate
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness and ensure appropriate background information is attached
• Research HR and Finance Office related background information as assigned
• Draft, prepare and distribute various correspondence related to HR and the Finance Office
• Conduct follow-up with staff on outstanding issues to ensure work flows efficiently through completion
• Handle telephone calls and visitors and respond to standard inquiries and direct callers/visitors to appropriate staff or program areas
• Coordinate and arrange meetings
• Establish office procedures, and monitor administrative policies and procedures for accuracy of information to edit when necessary
• Design, set up, streamline and maintain office filing systems (including electronic), databases and spreadsheets
• Resolve day-to-day operational problems, order supplies, and submit reimbursement requests
• Create and run reports to track key information relating to HR and Finance
• Coordinate information flow by acting as a liaison among key executives, staff, other employees, outside entities such as other NYS agencies and/or the general public; and
• Operate office equipment which requires the skilled use of a standard alpha-numeric keyboard to produce correspondence, reports, and other agency documents
• Performing quality review and corrections of documents
• Ensuring the accuracy of data in reports, identifying and correcting errors; AND
• 40 WPM Typing speed
• Performing quality review and making corrections of documents; AND
• Providing assistance and resolving administrative problems; And
• 40 WPM Typing Speed
• Providing assistance to resolve administrative problems;AND
• Prepare documentation utilizing the Microsoft Office Suite
• Create and maintain Excel spreadsheets and organizational charts
• Maintain the Associate Commissioner’s calendar, meetings, and schedule
• Communicate and work collaboratively with the other OPWDD regions across the State
• Manage PSES E-mail correspondence
• Prepare or assist in creating reports for division, as needed
• Miscellaneous administrative and clerical assignments as necessary
• Exercise reliable personal judgment and act with tact to greet and screen visitors, incoming calls. business contacts include persons at all levels within the organization, industry, and community
• Draft and prepare routine letters and memo for the supervisor’s signature and prepare complex correspondence, reports and presentations
• Collect, summarize and compile relevant business data into reports as directed
• Handle confidential information, files, materials to ensure information security for proper use
• Establish and maintain a proper filing / database system for easy retrieval and accurate documentation to facilitate information flows
• Maintain the supervisor's appointment/travel calendars and organize business travels, including reservation of hotel accommodation, ticketing, travel document application, etc
• Organizing meetings, workshops, conferences etc. by providing logistics supports e.g. inspection of venue, invitations, agenda, participants’ confirmations, hotel reservations
• Prepare and submit travel expenses statement as requested
• Support and back up to the controlling for budgeting, controlling and reporting
• Lead or contribute to projects in the logistics and assistance area
• 1 Qualifications: Those titles within two salary grades or one M-grade as approved by Civil Service
• Manage the DDPS IV’s calendar to ensure that all meeting requests have been addressed and the DDPS IV attends events as required or participates at the level necessary. Maintaining this position in a manner that will be perceived by others as professional
• Process the DDPS IV’s travel expenses and assist with the timekeeping duties to ensure efficiency; manage time-off requests and maintain a calendar for such
• Support to the Secretary 2 as needed
• Data entry/monthly report for the Development Plan
• Schedule meetings, rooms, video and teleconferences. Prepare agenda for meetings; provide meeting minutes
• Preparation of confidential and sensitive memos, letters and other documents
• Review outgoing correspondence for proper grammatical usage and clarity
• Manage office and maintain office procedures. Operate office equipment, such as photocopy machine and scanner
• Develop, maintain and update procedure manuals; distribute and track updates
• Design, set up and maintain files (including electronic) of correspondence/documents and file material, search for requested material
• Must have the ability to prioritize projects and daily tasks, taking responsibility for personally handling many calls, complaints and job assignments of a sensitive nature
• Receive, and relay or respond to telephone and email messages, relaying information/questions to appropriate staff
• Transmit instructions from supervisor to appropriate staff orally, in writing or electronically and follow up to see that instructions are implemented and deadlines are met
• Ability to establish effective working relationships with a variety of people at all levels of organization
• Knowledge of office and secretarial practices and procedures
• Ability to analyze and summarize information in both narrative and numerical form
• Knowledge of proper grammatical usage, punctuation and spelling. Ability to write coherent English narrative concerning relevant subject matter
• Knowledge of agency policies and program policies, procedures and functions
• Ability to use modern office equipment and computer programs including Excel, Power Point, all features of Outlook, including Calendar and Sharepoint
• Ability to organize office operations
• Ability to produce letters, tables, documents, etc
• Ability to design and maintain filing systems
• Ability to design forms for the collection of information
• Ability to determine priorities
• Minimum 3-5 years previous experience performing general secretarial duties
• Advanced preparation in secretarial training
• Must be able to type 55-60 wpm
• Word processing/personal computer experience required
• Proficiency in Word, Excel, Outlook
• Proficient in English language usage, spelling and grammar
• Must demonstrate the ability to maintain confidentiality of information, organize time efficiently, use sound independent judgement and work with people cordially and professionally
• Must possess excellent written and verbal communication, customer service and problem solving skills
• Process all correspondence to include categorizing mail, organizing priority communications, and follow-up including editing, photocopying and distribution
• Maintain office files and follow-up systems
• Schedule and coordinate meetings, appointments, and travel arrangements
• Maintain and reconcile budgets, including
• Provides assistance to up to 6 managers
• Manages access to the Site Manager, maintains and modifies Site Manager schedule
• Performs normal office functions such as setting up and maintaining files; interviewing callers and making proper
• Requires developed specialized skills, or a breadth of skills, through job-related training and considerable on-the-job
• University degree or equivalent work experience that provides knowledge of and exposure to fundamental theories,
• High School diploma
• 1-3 years of secretarial experience
• Education in secretarial courses such as typing, accounting, and office procedures
• Draft correspondence for the Deputy Superintendent in response to (1) general notifications received from regulated entities and state regulatory agencies relating to out-of-state enforcement actions; (2) requests for clarification on licensing requirements, and (3) requests for statistical information or mortgage guides
• Review incoming correspondence requesting legal interpretation and prepare inter-office memorandums for submission to legal for official staff interpretation
• Process automated request for legal opinions through the recently implemented CATS database by facilitating the upload of memorandum and associated attachments
• Maintain Deputy Superintendent’s calendar and schedule meetings with individuals external to the agency, schedule internal meetings with executive staff of the agency, schedule business unit staff meetings and coordinate use of business unit conference rooms
• Manage the routing and tracking of outgoing inter-office mail and round robins, including maintaining an electronic log of all outgoing inter-office mail, round robins, reconciling such log on a monthly basis against legal and executive round robin logs and reporting outstanding items to business unit managers and supervisors
• Facilitate the management and coordination of daily incoming correspondence and application related documents from internal and external sources, including logging and recording information relating to correspondence and applications into Mortgage Banking’s Access-based Mail-Log Database; facilitating the distribution of incoming mail to appropriate staff personnel
• Receive, screen and direct incoming telephone calls for business unit managers and supervisors, including Deputy and Assistant Deputy Superintendents and supervisors specifically assigned to field examination and Mortgage Loan Originator sub-units
• Respond to incoming inquiries from licensees, registrants and applicants by providing information to specific web-based instructions and guidelines published by the Department or redirecting such calls to properly designated individuals within Mortgage Banking or elsewhere in the Department, if applicable
• Process required Project Sunlight reports and maintain documentation demonstrating compliance with reporting requirements
• Manage and implement centralized filing process for Deputy Superintendent and business unit supervisors to facilitate orderly retrieval of critical business documents; assist in requesting information from archives; and
• Provide responses to incoming inquiries from Mortgage Loan Originator (MLO) Licensing applicants and other individuals seeking MLO licensing information including but not limited to continuing education, pre-licensing education, criminal background check, fees, surety bond requirements and application status
• Workshop & meeting co-ordination, travel arrangements, telephone work, correspondence, filing, other office administration, etc
• Support the department events organizing as request
• Reporting and delivery of work that can be of highly confidential nature
• Other jobs assigned by DS Management team
• To provide secretarial and administrative support to the Project Team
• Typing reports, minutes, e-mails, letters, faxes etc
• Diary management (on Outlook) for Management
• Raising orders and checking invoices
• Photocopying documents and sending faxes
• Recording incoming and outgoing mail
• Answering telephone and taking messages for Management
• Arranging meetings, booking rooms and arranging hospitality
• Making travel arrangements car hire, flights, hotels
• Collating and binding of documents
• Monitoring holiday rotation for the department
• Filing documents
• Any other duties as required by Management
• Prepare correspondence for signature by the Director of Lottery Security
• Perform various clerical duties such as answering phones and directing calls to appropriate investigators, filing and photocopying
• Screen telephone calls, referring to the appropriate investigator as necessary
• Design, set-up, and maintain files. This includes the archiving of older files
• Prepare materials to be submitted for consideration by the Lottery Security Unit
• Retrieve background material and present material in a logical manner, enabling the Director to be responsive to inquiries in a timely matter. Draft simple responses if appropriate
• Assist in arranging meetings and attendance at functions, including making travel arrangements, preparing travel vouchers and maintaining electronic calendars
• Assist with special projects as needed by Security Staff
• Support the General Counsel and staff attorneys in planning meetings, travel, and other secretarial support as needed
• Prepare letters, memoranda, affidavits, records and other documents, including, but not limited to, forms, legislation and reports
• Create new documents, accessing and using previously programmed data, review documents for completeness, and to ensure they are factually and grammatically correct and adhere to established standards
• Assign and track FOIL requests to ensure timely completion
• Assign and track Gold Slips / Blue Slips to ensure timely completion
• Maintain library and staff books by updating as needed, work with vendors to ensure timely payments, arrange disposition according to library policy
• Accept service of incoming litigation and enter into CMS
• Assist in archiving old records
• Provide back-up assistance for Administrative Assistant
• *Candidates should reference posting #17-017 when submitting your application.*** If submitting electronically, please reference posting #17-017 as part of your subject line
• Examines correspondence, memos, directives, materials, etc. received. Initiates relevant action such as replying to requests by sending a form letter, arranging meetings, or compiling recurring reports. Refers other correspondence to supervisor for action along with pertinent information available
• Types letters, reports, forms, etc. from rough drafts, making changes in grammar, punctuation, and spelling as needed
• May record and transcribe dictation and meeting minutes
• Screens and directs calls and visitors, maintains appointment and work schedules, secures accomodations (travel, etc.) for supervisor
• Establishes and properly maintains an effective recordkeeping system for correspondence, reports, supplies and other sources of information
• May perform receptionist duties for the college including answering incoming calls, taking messages, and greeting visitors
• Assists with preparing reports, forms, etc from rough drafts, making grammar, punctuation, and spelling as needed
• Perform duties such as answering and directing incoming calls, taking messages, greeting visitors, maintains appointment and work schedules and secures accommodations (travel, etc.) for supervisor
• Serves as an effective liaison between supervisor and internal and external contacts
• Examines correspondence, memos, directives, materials, etc. received and initiates relevant action such as replying to requests by sending a form letter, arranging meeting , or compiling recurring reports
• Establishes and properly maintains an effective recordkeeping system for correspondence, reports, meeting minutes, supplies, and other sources of information
• Responsible for proper use and preventive maintenance of general office equipment
• Performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office
• Computers may exist in the environment, requiring working knowledge of certain office software programs
• Carries out recurring office procedures independently, and selects the guideline or reference that fits the specific case. The supervisor provides specific instructions on new assignments and checks completed work for accuracy
• Respond to routine telephone requests that have standard answers; refer calls and visitors to appropriate staff
• Control mail and assure timely staff response, and send form letters
• As instructed, maintain supervisor's calendar, make appointments, and arrange for meeting rooms
• Review materials prepared for supervisor's approval for typographical accuracy and proper format
• Maintain recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans
• Requisition supplies, printing, maintenance or other services, type, take and transcribe dictation, create and maintain office files
• Scheduling meetings and general calendar & schedule management
• Handling phones/screen calls from vendors as needed, SAP processing to support administrative tasks
• Forwarding invoices to ensure timely payment processing, coordinate team events, and maintain team out of office schedule
• Occasionally assist with executive level presentation creation, documentation of office procedures, and research
• Maintain distribution lists
• Participate in team meetings and track assignments and action items to completion
• Provide overall office administration and organization task support
• Collaborate with other administrative professionals in the organization
• This position requires creative thinking, interaction with employees at all levels, problem solving, prioritization skills, decision-making and proficiency in all levels of communication
• Minimum 3 years related experience, including proven experience in administrative support
• Demonstrated computer proficiency in Microsoft Word, Excel, PowerPoint, Outlook (calendar and email) and SAP with willingness and aptitude to learn new things
• Demonstrated strong organization and time management skills and ability to work with confidential information
• Demonstrated ability to prioritize multiple tasks, meet deadlines, make decisions and change course when necessary
• Proven ability to build effective working relationships with all levels and influence all levels by being knowledgeable and credible
• Demonstrated ability to work independently and within a team environment with strong follow-through skills and attention to detail
• Demonstrated strong verbal and written communication skills
• Ability to work effectively and efficiently in a fast-paced and demanding environment with the ability to be flexible with work schedule including occasional overtime
• The duties that the incumbent of the vacancy will be expected to perform. Duties Description POSITION DESCRIPTION
• Manage scheduling of meetings, phone calls, correspondence and filing, among other clerical support functions, to directly support and assist the Deputy Commissioner of State Operations & Statewide Services
• Assist with organization of various stakeholder meetings and interdivisional work groups, webinars, etc. comprised of Service Delivery Regional Offices, State Operations & Statewide Services, and other divisions of the agency
• Assist with tracking tasks related to the implementation of State Operations & Statewide Services Office division goals
• Assist the Deputy Commissioner for State Operations & Statewide Services Office leadership with review of policies and practices related to State Operations & Statewide Services, to assist in meeting the goals of enterprise wide application of these concepts by State Operations & Statewide Services Office Staff
• Serve as liaison with Human Resources, tracking State Operations & Statewide Services Office staffing requests, ensuring appropriate staff resources are obtained in a timely manner and that staffing, performance evaluations, training and other items are tracked
• Monitor progress of various initiatives in the Division of Service Delivery and conduct follow-up activities as necessary to ensure that targets are met
• Collect, organize and analyze data related to various initiatives of the office as provided by Central Office and State Operations & Statewide Services Offices
• Plan and organize the logistics for statewide meetings and other functions related to the Division of Service Delivery
• Evaluate office technology needs and manage telephone and telecommunication systems for the office
• Provide support as necessary to the Associate Deputy Commissioner, Assistant Deputy Commissioner and Deputy Directors of the division
• Ensure overall management of communication, phone coverage and timely follow up on issues for the State Operations & Statewide Services Office and interface as necessary with Regional Office (Central Office location)
• Works directly with the Executive Deputy Commissioner and Commissioner’s Office in organizing/arranging/responding to internal and external providers/organizing and reviewing materials to send to the Executive Chamber
• Plan/organize/prepare (or assist with) agenda materials for statewide meetings of the entire Division of Service Delivery including all Regional Office and State Operations & Statewide Services Office Directors and State Operations Directors and Deputy Directors on monthly and bi-weekly meetings
• May supervise other clerical staff, which may include but is not limited to the following duties
• Interview and hire office clerical staff
• Assign work to clerical staff who perform keyboarding, duplicating, mail and supply, filing or similar tasks
• Identify training needs of subordinates
• Train subordinates in office procedures and keyboarding techniques
• Review work to insure compliance with instructions
• Evaluate the quality and quantity of work produced
• Knowledge of basic office procedures
• Basic mathematical and calculator skills necessary to prepare mathematical calculations without error
• Ability to communicate effectively in English with employees and customers, understand reports and related correspondence and accurately perform all essential job functions
• Ability to effectively deal with external customers and employees,(some of whom will require high levels of patience, tact and diplomacy to defuse anger), in a friendly and positive manner. This involves listening to the nature of the concern, demonstrating empathy with the customer and/or employee, providing positive and proactive solutions, deciding the appropriate action to be taken and following through accordingly
• Ability to access and accurately input information into a computer system, using word processing (MS Word) and spreadsheet (Excel) software, and ability to operate a typewriter
• Ability to lift, bend, stoop, walk, push/pull to retrieve and re-file various binders and files, weighing up to 30 lbs., at levels up to 6 feet high
• Must be detail oriented and have the ability to organize, prioritize work, and meet deadlines
• Ability to accurately input/type 50 words per minute
• Must have excellent telephone etiquette skills
• Ability to use various office equipment, including, but not limited to, typewriters, calculators, photocopiers and facsimile machines
• Administrative Responsibilities
• Minimum three (3) years’ executive administrative support experience
• Excellent computer skills – proficiency with Microsoft Outlook, Word, Excel, Keynote, PowerPoint, SAP
• Effective communication skills, both verbal and written
• Demonstrated ability to prioritize, meet deadlines, make decisions, change course of action quickly, and be flexible
• Ability to multi-task with urgency and accuracy
• Positive attitude and the ability to be proactive, resourceful, and flexible
• Strong people skills, including the ability to work collaboratively and effectively with other assistants and staff at all levels
• Team player and easy-going manner to handle varied personalities, responsibilities, and assignments
• Ability to maintain standards of strict confidentiality with respect to all matters and documents
• Excellent organizational skills and strong follow-up and follow-through capabilities
• Proactive in thinking of ways to improve productivity and efficiency
• Willingness to learn new skills
• Previous executive support experience in the entertainment industry
• Associate’s degree
• Performs various secretarial, administrative, and general office duties requiring an understanding of the organization, programs and procedures to relieve management personnel of routine administrative duties
• Maintains a responsive relationship and works closely with all sections within the Supply Department to coordinate the proper dissemination of information as directed by Supply Manager
• Operates all office equipment, PC computer and printer, scanners, fax and copy machines. Answers telephones, acts as receptionist, interviews and directs callers, schedules appointments, requisitions supplies and handles routine and miscellaneous reports
• Prepares work requests, monthly performance factor data, monthly functional reports and, as required, various correspondence, charts, presentation slides and forms
• Responsible for the safekeeping of all files, records and reports. Prepares updates to and maintains Standard Operating Procedures
• Distributes incoming and outgoing mail and miscellaneous distribution
• May be required to work an uncommon tour of duty including nights, weekends, and holidays
• Must have or have ability to obtain a security clearance
• Work requires standing, walking, bending, lifting and carrying of papers and other items
• Must comply with published company work rules
• Works in a drafty, dusty building that has concrete floors
• Must be able to pass a National Agency Check (NAC) for computer access and obtain a Secret Clearance
• Must be able to pass a Pre-employment drug test
• Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member or other offices. May prepare and sign routine, nontechnical correspondence in own or supervisor's name
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to supervisor or staff
• Knowledge of Microsoft Office Suite, Outlook Email and WordPerfect
• Sample data entry
• Information management
• Report distribution
• Interaction with the investigative/technical staff with regards to sample submission and resolution of discrepancies
• Ordering supplies and equipment
• Tracking expenditures
• Reconciling discrepancies of blanket orders and purchase orders
• Placing service requests for maintenance service repairs
• General office duties include but not limited to; filling, answering and directing phone calls and emails
• Preparation of travel documents
• Attending meetings to record minutes, action items, and distribute documents
• Two (2) years of responsible administrative/secretarial experience, including 1 year at the level of Secretary I
• Experience in purchasing procedures and responsibilities
• Knowledge of office operations
• Proficient with MS Office Word, Outlook, Excel and PowerPoint
• Must be able to obtain and maintain a Security Clearance
• Eagerness to learn new skills
• Familiarity with scientific terminology
• Experience with CostPoint and Corcentric Invoicing System or other purchasing software
• Provide day-to-day administrative support to the SVP Corporate Alliances
• Act as first point of contact for the office of the SVP
• Answer all phone calls in a professional and responsive manner and relay messages accurately and efficiently
• Interact with senior executives and outside companies
• Perform administrative duties including, but not limited to, screening and routing phone calls, managing calendars, processing invoices, creating presentation material, scheduling meetings requiring significant coordination and follow up, and ensuring timely and effective communications
• Prepare expense reports in SAP and ensure they are submitted in a timely manner
• Prepare for meetings, including large presentations/video conferences with multiple sites
• Perform the role of a proactive partner and collaborator to the SVP
• Create presentations using PowerPoint, Microsoft word and other basic desktop software
• Coordinate on-sight and off-site SVP led events
• Post, update and maintain documents to SharePoint and other collaboration sites
• Advanced presentation skills (Microsoft power point, Keynote) preferred
• 3-5 year’s experience and proficient in Microsoft Office components (Outlook, Word, PowerPoint and Excel)
• Minimum of 2 years of experience at The Walt Disney Company
• 1-2 year’s experience with SAP
• Experience with Video Teleconferencing (VTC) equipment, Meetme, Lync
• Experience with Apple and Windows desktop systems
• This position requires at least one year post qualification experience
• Experience in ensuring compliance under allied laws such as FEMA is desirable
• Advanced computer skills on MS Office
• Fluent in English, both verbal and written
• Good communication, negotiation and drafting skills, pro-active, motivated and team player
• Provide courteous and professional service ensuring personal attention. Friendly and efficient manner at all times
• Be fully conversant with the Business Centre services and facilities Order and ensure timely delivery of amenities for all arrivals and in-house VIP and Suite guests
• Ensure that a full range of business related information and reading materials are available for guests, including newspaper and magazines
• Be proactive and assist in carrying out the services requested by guest as well as colleagues
• Attend in-hotel training to develop and enhance skills
• Attend to GS briefings and section meetings
• Ensure that the entire official forms currently use are updated controlled according to JI standard
• Accurately record and charge all services and transactions rendered in the correct invoice provided
• Ensure that all charges for the day are recorded on the proper hand over summary and traffic sheets and are handed over to the Accounting Department / Night Auditor at the end of the evening shift
• Maintain and follow up on the Conference Room / Meeting Room reservations ensuring the necessary requirements / requests are met
• Coordinate with Room Service and Audiovisual department to arrange guest requirements
• Liaise with the Technicians in maintaining electronic equipments
• Liaise with Housekeeping in maintaining cleanliness in the working area
• Request office items by adhering to the department’s budget
• Fully understand and apply the company’s mission and vision statement on a day to day operation
• Attends Guest Services meetings and handles the minutes
• Keep the Business Centre clean, organized and free of unauthorized persons, ensuring that Business Centre staff is present at all times
• Carry out all DHL/ Courier transactions
• Receive and relay telefax transmissions quickly and accurately
• Ensure that faxes are prepared, checked and sent within a minimum amount of time
• Ensure that guest/official telefax/e-mail is delivered promptly to the room/ respective department
• Looks after the flower arrangements of the Business Centre
• Minimum of 2 years administration experience in a 5* hotel
• Knowledge of Opera (and Front Office applications)
• Multilingual
• Experience using Drupal and/or DOCLINE. Experience with health sciences library organizations. Proficient using common software, such as Microsoft Word, Outlook, PowerPoint and Excel. Ability to learn to use new software and adapt to it quickly. A basic understanding of databases and the common relationships between records in a database. Flexibility and a positive attitude. Strong communication skills, both oral and writing
• Updating Member Organizations in the Members Directory
• Linking individual Member records to appropriate Member Organizations, when applicable
• Ensuring that all data is correct and up-to-date
• Making recommendations for ongoing maintenance of the database
• Provide administrative support for the department. Duties include, but not limited to answering phones and referring calls to appropriate staff, coordinating officer calendars and scheduling appointments, preparing correspondence, memos, reports, ordering supplies and maintenance requests, coordinating required training, opening and distributing mail, and preparing expense reports
• Gather information and prepare loan applications, disburse loan advances, accurately quote payoffs, order credit reports, pull financial statements, collect and review documentation for accuracy and compliance prior to submission for processing, and work closely with Relationship Managers in attaining and approving collateral releases
• Interface with other departments including branch personnel, Loan Operations, Central Document Processing (CDP), Wire Transfer, treasury Services, Mail Distribution, Trust, Compliance, CreditAnalysis and Credit Operations, and the Legal Department
• Assisting customers with general banking functions (post close) as needed including transferring funds, wires, and balancing checking accounts
• Provide excellent customer service to all clients, internally and externally
• Knowledge of commercial lending procedures and practices
• Knowledge of and basic use of accounting and mathematical skills
• Effective communication skills (verbal and written)
• Basic computer skills (typing skills- test 35wpm)
• MUST be able to exercise confidentiality with sensitive information
• High school diploma (required), two year degree with business administration emphasis (preferred)
• Minimum or one (1) year of experience
• Gather and prepare loan documents and work exception report
• Liaison between customer and Loan Officer
• Minimum three years commercial lending secretarial experience
• Typing 35 wpm
• Maintain division listings and references
• Develop and maintain section procedures
• Schedule meetings for Director and other managers in the section
• Print and copy documentation and other items needed for the meetings
• Establish office procedures
• Implement related policies and procedures
• Identify improvement opportunities in office procedures, paper and work flow and suggest and implement new or revised procedures, instructions and other communications
• Maintain effective and efficient work flow and communication
• Perform quality assurance on records
• Maintain Director’s and the section’s calendars
• Provide backup administrative support to the Deputy Comptroller
• Provide phone coverage for the Director
• Prepare and process telephone, workstation and building change and move requests
• Review move requests and work with CIO Management, Management Services and CIO teams to schedule the staff moves
• Maintain phone records and floor plans
• Arrange for Web Services to take employee photographs for the CIO Staff Directory
• Draft and edit procedures, instructions, publications, reports, forms, knowledge articles and other communication items
• Distribute and publish the materials appropriately
• Create, update, delete employee records
• Prepare and distribute reports based on a regular schedule
• Demonstrated ability to establish and maintain positive working relationships with both technical and non-technical coworkers and customers at all levels of the organization
• Demonstrated ability to organize office operations
• Demonstrated experience in providing excellent customer service
• Demonstrated ability to determine and work with changing priorities
• Demonstrated experience and proficiency in MS Word and MS Excel
• Demonstrated writing skills using proper grammatical usage, punctuation and spelling
• Prepare, compose and edit all official documents such as various engagement letters, agendas, presentation, weekly and monthly reports, and handle all internal and external correspondences in order to provide any administrative assistance as requested
• Be proof-reader in all financial statements and other documents prior to Management’s review to reduce the Management's excess of overloaded task reviews
• Arrange appointments, coordinate meetings, reserve conference rooms, arrange for teleconferencing and equipment set-up and coordinate menu needs through caterers; coordinates travel arrangements and submits reimbursement requests in a timely manner
• Serve as a liaison between departments and operating units in the resolution of day-to-day administrative and operational problems
• Process invoice issuance after completion each fieldwork in SAP system and weekly monitor collection as committed
• Perform other administrative works to support various staff levels as requested, for example, print documents, record client account in the system, coordinate , and set up monthly activity for the department
• Provide daily assistance to Management as necessary such as dealing with incoming calls/inquiries, assisting visitors and solving a wide range of administrative problems
• Run personal errands upon Management's request
• Female, age not over 30 years old
• Minimum Bachelor's degree
• 1-2 years' work experience in secretarial and/or administrative support or related functions
• Good command in English
• Skill in Microsoft office is highly required

Related Job Titles

Secretary Resume Examples and Templates for 2024

• Resume Examples
• Resume Text Examples

How To Write a Secretary Resume

• Entry-Level
• Senior-Level

Secretary Text-Only Resume Templates and Examples

Jerry Jackson (123) 456-7890 | [email protected] | 123 Main Street, Tampa, FL 33609

Secretary with 3 years of experience. Skilled in Microsoft Office, Outlook Mail, CRM systems, and client booking systems. High aptitude for customer service, problem-solving, and administration. Dedicated to advancing business success and raising operational efficiency. Certified Administrative Professional.

• Business Administration
• Client Booking Systems
• Data Sorting & Validation
• Information Technology
• Microsoft Office Suite
• Office Management
• Team Collaboration

Professional Experience

Secretary, Pitcher & Company Tampa CPA Firm, Tampa, FL | August 2020 to Present

• File and scan client’s legal documents
• Schedule client travel arrangements, meetings, and interviews
• Update all calendars and diaries for managerial staff
• Answer incoming calls and emails
• Organize and file all office paperwork and documents

Secretary, Walter S. Sanders & Associates, Tampa, FL | October 2019 to August 2020

• Scheduled meetings and drafted meeting agendas
• Arranged travel and hotel bookings for senior staff members
• Performed basic bookkeeping and invoicing functions
• Organized incoming paperwork
• Answered all phone and email inquiries

Bachelor of Arts (BA) Business Administration, Florida Institute of Technology, Melbourne, FL

Certifications

Certified Administrative Professional, The International Association of Administrative Professionals

Sarah Clark (123) 456-7890 | [email protected] | 123 Main Street, Cape May, NJ 08204

Secretary with high administrative and IT competency. Strong experience using Microsoft Office and complex CRM systems. Recognized for consistently raising standards of customer service and administrative team efficiency.

Secretary, Gibbons & O’Neill, Cape May, NJ | January 2017 to February 2021

• Manage and update diaries and calendars for senior staff members
• Responded to all phone and email inquiries
• Managed CRM systems
• Scheduled all meetings and interviews
• Worked in Excel daily, performing data calculations and creating formulas, charts, and graphs
• Trained junior team members to improve efficiency by 45%

Secretary, Cape Bookkeeping Tax & Insurance Center, Cape May, NJ | April 2014 to November 2017

• Drafted all meeting agendas and kept notes during meetings
• Organized and stored office paperwork
• Issued and created invoices for clients
• Provided administrative support to company directors
• Answered all incoming calls
• Streamlined invoice operations, raising efficiency 70%

Bachelor of Science (BS) Business & Technology, Stevens Institute of Technology, Hoboken, NJ | 2014

• Client Communications
• CRM System Updates
• Customer Service & Relations
• Diary & Calendar Management
• Office Administration & Management
• Universal Class Certified General Secretary, New Jersey State Secretary Association | 2016

Alice Hanson (123) 456-7890 | [email protected] | 555 Second Street, Huntington Beach, CA 01234

Reliable Secretary with 12+ years of administrative experience supporting managers and staff members. Equally efficient working independently or on a team. Adapt readily to new work challenges, conditions, and priorities.

Administrative Secretary, J&J Products, Huntington Beach, CA | December 2016 to Present

• Support 2 directors and 6 managers by maintaining calendars, booking travel, and preparing invoices
• Perform master Excel-level calculations including VLOOKUP, pivot tables, and data work
• Increased efficiency and accuracy by ~10% by leading the sales team to transfer paper filing systems to electronic data
• Negotiated new vendor contracts to reduce the sales department budget by 15%+ in 2020

Secretary, Behavioral Health Services, Newport Beach, CA | June 2010 to December 2016

• Greeted clients, answered multi-line phone system, and directed callers to the appropriate department
• Performed clerical duties including copying, printing, scanning, mailing, and organizing medical charts
• Managed office equipment and ordered new supplies as needed

Associate of Applied Science in Administrative Assistance, Long Beach Community College, Long Beach, CA | 2010

• Cross-Functional Collaboration
• Microsoft Office Suite (Word, Excel, PowerPoint)
• Reporting & Documentation
• Task Prioritization
• Time Management

Professional Administrative Certificate of Excellence (PACE), ASAP | 2017

As a secretary, your resume should showcase the variety of office management and assistant skills you have in your repertoire. Secretarial roles vary from company to company and industry to industry, so you will need to relate your skills to those in the job posting.

This guide provides valuable resume-writing insights, advice, and real secretary resume examples. We’ll also discuss the importance of aligning your resume with your career goals and the specific job you’re targeting. Let’s dive in and create a standout resume that opens doors to exciting administrative career opportunities.

1. Create a profile by summarizing your secretary qualifications

You’ll need to create an impressive and engaging resume profile to make a strong first impression on hiring managers. Keep it concise, using 2-3 sentences to highlight your key qualifications, skills, and achievements. To tailor your profile to the position you’re interested in, incorporate keywords from the job description that align with your abilities and experiences.

Customize it to show your expertise in office management, calendar coordination, and communication skills. Emphasize your ability to maintain confidentiality, multitask efficiently, and provide excellent administrative support. The focus of your resume profile should be to demonstrate how your skills and years of experience will contribute to the company’s success.

Senior-Level Profile Example

Entry-level profile example.

Secretary with three years of experience. Skilled in Microsoft Office, Outlook Mail, CRM, and client booking systems. High aptitude for customer service, problem-solving, and administration. Dedicated to advancing business success and raising operational efficiency. Certified Administrative Professional.

2. Outline your secretary experience in a compelling list

Instead of listing off everything you were responsible for in previous roles, demonstrate your value and experience through what you accomplished. To achieve this, focus on quantifying your experience by using specific numbers and measurable outcomes to highlight your achievements.

For example, mention the number of meetings you coordinated, the volume of correspondence you managed, or the number of reports you prepared. Additionally, using action verbs is a great way to illustrate how you executed your responsibilities. Start each bullet point with an action verb to add energy to your writing and feature your proactive approach to performing tasks.

Senior-Level Professional Experience Example

• Support two directors and six managers by maintaining calendars, booking travel, and preparing invoices
• Perform master Excel-level calculations, including VLOOKUP, pivot tables, and data work

Entry-Level Professional Experience Example

3. list your secretary education and certifications.

Provide employers with valuable insights into your knowledge and expertise by including relevant degrees, coursework, training, and certifications. These academic accolades further prove your qualifications and dedication to staying up to date. Start with your highest level of education and list the degree name, institution, and completion date.

Including a certification section on your resume bolsters your credibility and helps you stand out as a qualified and competent applicant in a competitive job market. Credentials such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) will validate your proficiency in office management or software applications. Format this section similarly, providing the certificate’s name, issuing organization, and completion date.

• [Certification Name], [Awarding Organization], [Completion Year]
• [Degree Name]
• [SCHOOL NAME], [City, State Abbreviation] [Dates Enrolled]
• Bachelor of Science (BS) Business & Technology
• STEVENS INSTITUTE OF TECHNOLOGY, Hoboken, NJ | 2014

4. Include a list of your secretarial skills and proficiencies

Including a list of key skills on your resume will highlight your capabilities and expertise in supporting administrative functions. These skills demonstrate your capacity to excel in the role and contribute to the smooth operation of the office. Remember, including relevant professional skills in your resume is an opportunity to showcase your strengths and demonstrate to hiring managers that you can contribute to their success. So, customize your skill section to meet the needs of the employer. Here’s a list of examples to give you some ideas:

How To Pick the Best Secretary Resume Template

A template lays the foundation and framework for your resume content, so you choose wisely. Although what you’ve written in your resume is the main attraction, how you present the information is equally important. The best resume template for a secretary is simple and organized, allowing your qualifications to shine. Opt for a template that has a simple design with plenty of white space, making it easy for employers to navigate your document. Choose classic fonts and a cohesive color scheme, avoiding overly decorative and flashy elements.

Frequently Asked Questions: Secretary Resume Examples and Advice

What are common action verbs for secretary resumes -.

We understand that writing the professional experience section of a resume can sometimes be challenging. It's common to feel stuck and struggle to find the right words to describe your work. To assist you in overcoming this obstacle, we've compiled a comprehensive list of common action verbs. These words are powerful tools that can add dimension to your bullet points, capturing the attention of employers and showcasing your capabilities. Use them to begin each bullet point in your professional experience section to show how you performed your work. Consider using some of these action verbs to energize your resume:

How do you align your resume with a secretary job description? -

According to the Bureau of Labor Statistics , secretary and administrative assistant jobs are projected to see an 8 percent decline between 2021 and 2031. With this increase in competition for positions, you must stand out among the crowd to land the job you want. The best way to do that is to customize your resume.

By aligning your resume with the job description, you can directly address the requirements and preferences of the hiring manager. Start by carefully reviewing the job description and noting the key qualifications, skills, and responsibilities mentioned. Then, incorporate relevant keywords and phrases throughout your resume.

What is the best Secretary resume format? -

The chronological format is often the most effective choice for secretaries. This format emphasizes your work history, listing your professional experience in reverse chronological order. Employers can better understand your career progression and assess your past roles, responsibilities, and accomplishments.

In some cases, a combination format can also be suitable for secretaries who want to showcase both their skills and experience. This format combines chronological and functional formats, allowing you to highlight key skills and qualifications while still providing a comprehensive overview of your work history. Alternatively, the functional format may be more appropriate for entry-level secretaries or those with employment gaps, enabling them to focus on their relevant skills and abilities. We recommend choosing the format that best suits your specific circumstances, experience level, and career goals.

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A well-crafted, complementary cover letter is a great way to increase your chances of securing an interview. To create a compelling cover letter, you must tailor it to the organization you're applying to. We invite you to read our secretary cover letter guide to learn how to do this. Check out our related cover guide letters for office assistants and administrative assistants .

Jacob Meade

Certified Professional Resume Writer (CPRW, ACRW)

Jacob Meade is a resume writer and editor with nearly a decade of experience. His writing method centers on understanding and then expressing each person’s unique work history and strengths toward their career goal. Jacob has enjoyed working with jobseekers of all ages and career levels, finding that a clear and focused resume can help people from any walk of life. He is an Academy Certified Resume Writer (ACRW) with the Resume Writing Academy, and a Certified Professional Resume Writer (CPRW) with the Professional Association of Resume Writers & Career Coaches.

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Secretary Resume: Templates, Examples & Essential Skills

As a Secretary, you know exactly what you need to do to keep things organized at an office. Now it’s your turn to be assisted with our resume templates. Use our templates to organize your job application and land your dream job.

Secretary Resume Example MSWord® Make sure a hiring manager is adding you to their schedule with our Secretary Resume template in Word format.

If you feel you’re ready for a Secretary position, but you’re not sure your resume will impress a hiring manager, don’t worry. 

There are plenty of ways to boost your qualifications on paper .

You may be wondering “What skills are important for a Secretary?”, or “What is a professional profile for a Secretary?” 

It’s not enough to add any old Secretary skills list or resume summary , you’ll need to list your expertise in a way that really impresses hiring managers. 

Luckily, in this article, we can tell you how to do just that. 

 Keep reading to learn about how to:

• Write a resume for a Secretary position with no experienceCraft a compelling senior Secretary resume 
• Incorporate your experience and education into the resume 
• Add relevant Secretary resume skills 

You can also use our AI resume builder , which uses artificial intelligence to quickly add your information in an organized way that shows off your skills and experience.  Along with this tool, go over our tips below to learn how to craft your ideal Secretary resume.

Secretary Resume Sample

In order to give you a concrete understanding of how to structure your qualifications , it’s a great idea to look at an example resume.

Whether you go over a School Secretary resume example or in another sector, a sample can help you prepare your overall application.

Check out the example below to help you get started:

[Sarah Golden] [Secretary]

[Portland, ME | 222-555-2222 | [email protected]]

Goal-oriented secretary with 5+ years of experience working for multiple reputable organizations. Excellent communication, project management, and organizational skills. Introduced a more effective time management method, increasing office efficiency by 15%. Attained the executive secretary position in 2020.

Executive Legal Secretary

2020 – Present

Gurewitz Law Firm, Portland, ME

• Maintained confidentiality of sensitive corporate documents and resources
• Streamlined the administrative correspondence handling process, thereby producing a 25% efficiency increase Prepared weekly reports for the firm’s shareholders
• Arranged external conference facilities and researched new venues, thereby saving the organization over $500 a month

School Secretary

Sweet Valley, California

• Increased office efficiency by 24% by implementing a new appointment booking system
• Facilitated assignment availability and directed substitute teachers occasionally.
• Increased parents’ and guardians’ satisfaction by 60% via consultation and a new inquiry management system
• MOS Expert, Microsoft Office Certification, 2012
• Secretarial Science, Bean College, ME, 2010 – 2012
• High School Diploma, Camden Hills High, Rockport
• Certifications

MOS Expert, Microsoft Office Certification, 2019

• MS Office Suite, FileMaker Pro, SAP Workplace, and Anaqua
• Quick typing skills (“X” words per minute) 
• Report Writing 
• Video conferencing software
• AI-powered scheduling tools
• Calendar management and meeting booking systems 
• Proficiency in the English language

Hobbies and Interests

• Bilingual in Spanish; developed interest in other cultures and their languages

Choosing the Best Format for a Secretary Resume

Formatting is key when you want to quickly place your relevant experience and skills in the right positions to capture the attention of a hiring manager. 

When drafting and adding your qualifications, keep these tips in mind when deciding on a resume format :

• Put your experience in reverse chronological order
• Highlight your skills, especially if you’re entry-level
• Start with a strong resume summary
• Use the right resume keywords throughout

It’s also important to note that many multinational companies employ Applicant Tracking Systems (ATS). 

In fact, around 70% of large companies currently use an ATS, according to SelectSoftware reviews.  If you’re not sure how to add the right words and structure to make the ideal format, our AI tools and resume templates can help you quickly organize your keywords and skill set .

How to Write a Secretary Resume Summary or Objective

It’s best to save the hiring manager some time and energy by giving them a quick overview of your Secretary resume , like a movie trailer. 

You’ll need an introduction that really blows them away. 

Fortunately, a resume objective or summary can help you accomplish this goal as each of these appear on top of the document. 

Below is further information on both types of resume intros :

Resume summary:

A resume summary quickly captures the attention of hiring managers by s ummarizing your most valuable skills and accomplishments , making it clear why they are a strong fit for the position.

A well-written summary typically ranges from a few sentences to a short paragraph . Take a look at the example below:

Dedicated secretary with over five years of experience across various reputable organizations. Possesses strong skills in communication, project management, and organization. Implemented an innovative time management system that enhanced office efficiency by 25%. Promoted to executive secretary in 2022, demonstrating a track record of professional growth and success.

This summary is effective because it demonstrates the candidate’s extensive experience, specific skill set, and career progression , all of which align well with the requirements for an advanced secretarial role.

Resume objective:

Suppose you have some grand objective outside the common reasons people present a secretary resume; you can state this in the resume objective. Essentially, this section reveals your abilities, goals, and intentions to the hiring manager , letting them decide if you’re what’s suitable for their establishment. 

A resume objective can be useful if you are an entry-level Secretary, even if a summary is used more often nowadays .

Goal-oriented university graduate with profound communication skills, seeking school secretarial job position. Possesses commendable project management skills due to courses studied at university. Prepared to apply effective organizational skills to provide aid to your administrative team.

This is a great example as it clearly states the candidate’s educational background, relevant skills, and eagerness to apply these abilities to support and enhance the administrative functions of the hiring organization.

While you may not have professional experience, you can mention volunteer work or an internship like the example does.

Goal-oriented university graduate with robust communication and project management skills, seeking a school secretary position. Gained practical experience during an administrative internship, enhancing my ability to support and organize team activities effectively. Eager to apply these skills to contribute to the success of your administrative team.

This objective is effective as it combines academic skills with practical internship experience.

Never state that you have no experience, as that ruins your chances of success. Focus on what the hiring manager can get from hiring you and nothing more.

Describing Your Experience on a Secretary Resume

Experience plays a huge role in the hiring process. By showing off your accomplishments in previous roles, you can give yourself a better chance of getting hired, as hiring managers value applicants who have been successful . 

This section includes your previous places of work, role, duration of employment, and location . 

To show off your experience in the best way possible, you should:

• List your experience in reverse-chronological order
• Mention the soft and hard skills you used
• Include quantifiable data 

Check out this school Secretary resume example to get a better idea:

Goshen Academy , Sweet Valley, California

• Enhanced office efficiency by 28% by designing and implementing a new appointment booking system and AI-powered scheduling tools.
• Improved availability and coordination of assignments, effectively directing substitute teachers as needed, showcasing adeptness in administrative management and communication.
• Boosted parent and guardian satisfaction by 60% through the development and introduction of a new inquiry management system, demonstrating excellent stakeholder engagement and problem-solving abilities.

This experience section effectively highlights the secretary’s proactive role in improving office operations and communication, emphasizing quantifiable achievements such as significant increases in efficiency and satisfaction. 

It emphasizes key skills such as project management, technical proficiency, and stakeholder engagement, making it clear how the candidate has positively impacted the organization.

Listing quantifiable results alongside achievements is guaranteed to raise the value of your entry-level secretary resume.

Describing Education on Your Secretary Resume

While some professions aren’t heavily dependent on your qualifications for employment, this factor isn’t present when hiring a corporate secretary. In other words, the hiring manager requires you to have certain knowledge up your sleeve to qualify for the position. 

Additionally, the education needed varies depending on the establishment where you desire employment. For example, if you prefer a secretarial role in a law firm or hospital, you need specific qualifications for that setting. 

The format for outlining your education is:

• Start with the qualification’s name 
• Followed by the institution that provided the qualification 
• Include the year you acquired the qualification

Here’s what a sample looks like, to help you structure your education section:

Bachelor of Arts in Business Administration

• University of California, Los Angeles (UCLA) — Los Angeles, CA
• Graduated: 2021
• Relevant Coursework: Office Administration, Business Communication, Project Management

By writing your education like this, you can align your background with the demands of the job , emphasizing your relevant knowledge.

How to Write an Entry Level Secretary Resume as a Fresh College Graduate

Are you a recent college graduate with no qualifications beyond the course you studied in school? If so, you’re likely asking yourself “How do you describe secretarial duties on a resume?”

Well, if you have no experience at all , you should mention any relevant internships you took part in during your college year and also focus on your education.  Here’s how it can look on your application:

Bachelor of Science in Business Management |San Francisco State University| 2019-2023

• Relevant Coursework: Administrative Technology, Business Communications, Organizational Behavior

Internship Summer 2023 

• ABC Corporation, San Francisco, CA 
• Assisted with the coordination and management of daily administrative activities, developed strong interpersonal skills through client interaction, and supported project management initiatives.

You can also include an internship that you’ve done in your experience section

If you won any awards or accolades, such as making the Dean’s list consistently over a few semesters, you could include this information in bullet points below all the above info.

Did you take part in any extracurricular activities which required you to use your secretarial and organizational skills? Include bulleted information about that too.

Highlighting Your Skills on Your Secretary Resume

Your secretary, resume skills section, must highlight the abilities that will help you succeed if you get the position. 

The options are vast as they can include hard skills like computer expertise and soft skills like communication and problem-solving. 

To decide which skills are worth highlighting in this section, look over the job description, as it often outlines what they want their new employee to be skilled in.

Soft Skills

• Effective communication
• Professional and courteous
• Interpersonal skills
• Compatible with other workers 
• Time-management 
• Detail-oriented

Hard Skills

• MS Office Suite, FileMaker Pro, SAP Workplace and Anaqua
• Database management system software
• AI data management tools
• AI virtual assistant tools

Unlike Hard skills, soft skills aren’t technical abilities you learn via education, and they aren’t specific to a particular job .

Essentially, soft skills mostly revolve around emotional intelligence and social skills like working under pressure or communicating effectively. 

Note: If you possess additional skills that aren’t listed in the job description, like speaking a foreign language , include it.

Adding Other Sections to Your Secretary Resume

Every little helps, and you may have some qualifications that you can list in extra sections . 

Some extra sections that you can add, include:

• Language skills
• Volunteer work

By adding this additional information, you can boost your professional profile and show that you fit the company’s culture. 

Simply go over the job description, and add anything that can make your resume shine a bit more , like so:

Certifications :

• Certified Administrative Professional (CAP), International Association of Administrative Professionals (IAAP)

Languages :

• Fluent in English and Spanish; strong interest in global cultures has enhanced language skills.

Featured content 🌟: Avoid providing details that may be inconsistent with the job or company culture. Try to research the company online before tailoring your resume.

Key Takeaway

Creating an impactful resume may seem easier said than done, but if you include useful information, and format it the right way, you’ll land an interview in no time . 

Simply remember to take advantage of our AI resume tools and templates, and keep the following in mind: 

• Draft a well-written resume objective or summary that grabs the recruiter’s attention
• Highlight your work experience with quantitative data
• Include relevant skills, especially computer-based qualifications
• Mention internships or volunteer work if you don’t have a professional work history 
• Add extra achievements like a certification or language skills section 

Follow these tips to raise your chances of getting the position, and get started in your next Secretary role !

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Office Secretary resume examples & templates

Whether you're looking for an administrative career or just want to get your foot in the door at a great company, an office secretary job can be the perfect starting point. You likely have many of the organization skills you need to jump right into this job so all that's left to do is prove that you're the right fit for the employer's opening. That's where a great office secretary resume comes in. This document will help show your previous experience to win over the employer and beat out the other candidates.

Luckily, you've come to the right place. With 300+ occupation-specific resume examples and writing guides, Resume.io is a resource for job seekers in all fields and experience levels.

This guide, along with our office secretary resume example, will show you to how:

• Craft a resume sample with all the important sections including summary, employment history and education
• Format a resume that showcases your skills and experience
• Create a layout and design that catches the hiring manager's attention

What does an office secretary do?

Office secretaries provide administrative and clerical support in offices. They may work for an entire office, a department, or an individual. They seek to provide optimal support to others and work to ensure that office procedures run smoothly. Office secretaries typically handle administrative and clerical tasks and work to support office personnel. They usually are responsible for organizing schedules, making appointments, answering phones, and handling other similar support tasks. An ideal candidate should possess strong organizational and communication skills, enabling them to provide the best form of support to others.

Office secretaries work closely with other administrative professionals and may even apply for related jobs. Find more writing tips and tricks in our office assistant resume example , administrative assistant resume sample , receptionist resume example or office clerk resume sample .

How to write an office secretary resume

The first step to writing a great office secretary resume is knowing which sections you'll need to include. Here are the essential components of your CV:

• The resume header
• The resume summary (aka profile or personal statement)
• The employment history section
• The resume skills section
• The education section

An office secretary resume should highlight a candidate’s ability to provide optimal support and perform secretarial duties for offices. The resume should showcase a candidate’s administrative skills, communication skills, and motivated attitude. Office Secretaries should be adept in working in fast paced environments, and have the ability to multitask and prioritize goals efficiently. The ideal candidate exhibits skills that pertain to providing excellent administrative and clerical assistance in an office environment.

Optimize for the ATS.

When applying to medium or large companies, the hiring manager is likely not the first set of "eyes" who will look over your cover letter. ATS or Applicant Tracking Systems are algorithms built into most of today's online application portals. These resume scanners search for keywords in your application and rank you against the other candidates. Only the top-scoring resume samples will be passed on to the human HR manager. 

Luckily, there are a few things you can do to avoid being filtered out:

• Read the job description closely and take note of any job duties, skills or other requirements emphasized by the employer.
• Place these "keywords' onto your resume in the appropriate sections using the exact language from the job description.
• Take care not to engage in "keyword stuffing" which is when you deliberately overuse keywords in an effort to beat the bots. You might succeed against the ATS but the hiring manager won't appreciate it.

Choosing the best resume format for office secretaries

Office secretaries who have had some experience in administration or related fields should opt for the reverse chronological resume format. This structure features a prominent employment history section where you have a chance to explain your relevant skills. This is the format hiring managers expect to see and which is most easily read by the ATS.

The next best option for office secretaries is the hybrid resume format. This structure starts with a "Skills" or "Experience" section followed by a shorter employment history section. It's a great choice for recent graduates or those making a career change. 

Resume summary example

The resume summary is 3-5 sentences which allow you to point out your most relevant skills, experience and qualifications. It's also a great place to add some personality to your application. An office secretary is one of the most outward-facing roles in a company, so it's important to convey your welcoming character right from the start of your resume.

Highlight your biggest accomplishments and attributes here. Remember to use as many powerful action verbs and job specific information as you can. Office secretaries play a vital role in achieving success in offices. Highlighting your key attributes that prove your qualifications and accomplishments here is crucial. Check out the summary from our resume sample below.

Experienced and self-motivated Office Secretary with ten+ years of industry experience overseeing the main offices of schools. Highly competent communicator skilled in multitasking and effectively communicating with others. Bringing forth a proven track record of successfully managing offices, and helping to lead school professionals to work toward reaching goals.

Employment history sample

The employment history section is the place to showcase your previous experience and the results you achieved. List all positions relevant to an office secretary position, starting with the most recent and working backwards through 10 years of experience (or as much as you have). Remember to use powerful action verbs and mention job specific accomplishments that prove you are an excellent candidate. Numbers and statistics can help quantify your achievements. Here's the employment history section from our office secretary resume example:

Office Secretary at The Hanover School, Rutherford  August 2015 - September 2019 

• Served as a friendly and helpful first point of contact in the Administration Office.
• Directed visitors to appropriate offices and school wings.
• Answered phones and delivered important messages to school staff and students.
• Scheduled school events and created and maintained the school calendar.
• Processed payroll and distributed paychecks to employees.
• Maintained inventory and ordered supplies as necessary.
• Assisted school employees and parents of students with tasks as needed.

Office Secretary at Maxwell and Hudson, New York  November 2011 - June 2015 

• Performed a variety of administrative duties, including answering phones, taking and delivering messages, writing memos, making copies, faxing documents, and greeting visitors.
• Maintained office schedules and filing systems.
• Handled office correspondence and incoming and outgoing mail.
• Managed office space and office equipment.
• Maintained work logs for office employees.

Office Receptionist at Deerfield Plumbing, Rutherford  August 2009 - October 2011 

• Greeted visitors, checked them in and out, and answered all questions and inquiries.
• Handled payments and filed all financial transactions and receipts.
• Edited and proofread written advertisements and submitted them to local newspapers.
• Made copies, faxed documents, and provided optimal administrative support to employees.

CV skills example

The skills section of your CV is the place to show that you have a balance of those all-important people skills along with the technical abilities that allow you to do your job effectively. These hard and soft skills should come directly from the job description in order to help you pass the ATS resume scanners. You should also make sure to build a coherent picture with the other sections of your resume. A hiring manager looking for an office secretary is looking for an individual with superior project management and multitasking skills. Be sure to include job specific skills. Check out the CV skills example from our office secretary cover letter sample below:

• Superior Administrative Skills
• Excellent Organizational Skills
• Bookkeeping Skills Superior
• Multitasking Skills
• Prioritizing Tasks

Office secretary resume education example

The resume education section is the place to list all degrees and certifications that you may have. Although office secretaries aren't required to hold any formal training, a degree or one in progress can give more information about your background to the employer. Any honors or distinctions should be noted here as well. If you hold a degree higher than a bachelor degree, you may leave out your high school. See the resume sample below:

Associate of Business Administration, Hunter College, New York  August 2010 - June 2012 

High School Diploma, Lincoln High School, New York  September 2005 - May 2009

Resume layout and design

The layout and design of your resume speaks to the hiring manager before they've even read a word on the page. That's why it's important to make sure this section is attractive and appropriate for the look and feel of the company. A great header should catch the hiring manager's attention and convey your important contact information so that they can easily get in touch with you should they want to set up an interview.

A resume template can be a great way to get started on creating a professional-looking resume. These pre-made layouts allow you to fill in your own information without worrying about the font sizes, spacing or other concerns.

• Keep a balance of white space and text to avoid visual fatigue for the reader
• Stick with the same one or two font styles throughout your resume
• Consider using different layouts for different openings based on the employer's style
• Submit a resume with spelling or grammar mistakes
• Include your mailing address in the header when applying online
• Go overboard with too much color or cutesy icons

Key takeaways for an office secretary resume

• An office secretary resume should include the most common sections like a summary, employment history and skills component
• Your summary is the best place to add some personality to the resume which is important in a role like office secretary
• Don't forget to quantify your experience with numbers and action verbs
• Reverse chronological is the best resume format option for candidates with at least a bit of work experience
• A great layout and design says a lot about your professionalism so make sure the header stands out

Beautiful ready-to-use resume templates

Top 16 Secretary Resume Objective Examples

Updated July 22, 2023 12 min read

A resume objective is a statement of purpose that appears at the top of your resume. It should be tailored to the specific job you are applying for, and it should include key words from the job description. When writing a resume objective for a secretary position, make sure to highlight your administrative skills, attention to detail, organizational abilities, and customer service experience. For example: "Efficient and organized professional with 5+ years of experience providing exceptional administrative support in fast-paced environments. Seeking to leverage strong interpersonal skills, technical competencies, and dedication to excellence as Secretary at ABC Company." Additionally, emphasize any special qualifications or certifications you have related to the position that could set you apart from other applicants.

or download as PDF

Top 16 Secretary Resume Objective Samples

• To secure a position as a Secretary where my skills in organization, communication and customer service will be utilized.
• To obtain a position as a Secretary utilizing strong organizational, problem-solving and multitasking abilities.
• Seeking a position as a Secretary to utilize my excellent interpersonal and administrative skills.
• To obtain an entry-level position as a Secretary to apply my knowledge of office management.
• Looking for an opportunity to work as a Secretary with an established organization that values hard work and dedication.
• To acquire the position of Secretary in order to gain experience and contribute to the success of the company.
• Applying for the role of Secretary with an emphasis on providing efficient support services.
• Aiming to secure the role of Secretary in order to use my exceptional organizational skills.
• To obtain employment as a Secretary where I can demonstrate my excellent communication and multitasking abilities.
• Seeking an opportunity to join your team as a Secretary with expertise in customer service, data entry, and filing systems.
• Searching for an administrative role as a Secretary where I can utilize my strong organizational skills and attention to detail.
• Applying for the position of Secretary with extensive experience in managing multiple tasks simultaneously while meeting deadlines.
• Desire to obtain the role of Secretary where I can use my knowledge of office procedures and software programs such as Microsoft Office Suite effectively.
• Looking for an opportunity to work as a secretary with the ability to manage calendars, prioritize tasks, handle confidential information, and maintain accurate records efficiently.
• Seeking employment as a secretary where I can utilize my exceptional typing speed combined with excellent customer service skills.
• Eagerly seeking an opportunity to serve your company by applying my knowledge in office administration processes while working as a secretary.

How to Write a Secretary Resume Objective

A secretary resume objective is an important part of a resume that provides a snapshot of your skills and qualifications to potential employers. It should be concise, clear, and tailored to the job you are applying for. When writing a secretary resume objective, it is essential to focus on your experience, skills, and abilities that relate to the position.

Begin by researching the job posting to understand the requirements for the role. This information will help you craft an effective objective statement that highlights why you are a great fit for the position. For example, if the job requires someone with excellent organizational skills, make sure this skill is included in your objective statement. Additionally, include any relevant experience or certifications that make you stand out from other applicants.

When writing your objective statement, avoid generic language such as “seeking a challenging opportunity” or “looking for an administrative role” as these statements do not provide any insight into what makes you qualified for the position. Instead, use specific language that directly relates to the role and clearly communicates your value to potential employers. For instance: “Experienced Secretary with 5+ years of experience providing executive-level support in fast-paced environments seeking a role at ABC Company where I can utilize my advanced calendar management and communication skills.”

By following these tips when crafting your secretary resume objective, you can effectively communicate why you are uniquely qualified for the position and increase your chances of getting hired.

Related : What does a Secretary do?

Key Skills to Highlight in Your Secretary Resume Objective

When crafting your secretary resume, it's crucial to emphasize certain skills in your objective statement that will catch the attention of potential employers. This section, "Key Skills to Highlight in Your Secretary Resume Objective," provides you with an overview of the most sought-after abilities in this role. By focusing on these skills, you can present yourself as a capable and efficient candidate who is well-equipped to handle the demands of a secretarial position. Whether you're just starting out or are an experienced professional looking for a new opportunity, these key skills will help you stand out from the competition.

Typing is a fundamental skill for a secretary as they are often required to draft and edit correspondence, take meeting minutes, and input data. A high typing speed with accuracy can increase productivity and efficiency in these tasks. Including this skill in a resume objective demonstrates the candidate's ability to handle such tasks effectively.

2. Shorthand

Shorthand is a valuable skill for a secretary as it allows for quick and accurate note-taking during meetings, dictations or while on a call. This ensures that no important information is missed out and can be referred back to when needed. It also increases efficiency and productivity in the workplace, making it an attractive skill to potential employers.

3. Microsoft Office

A secretary often needs to use Microsoft Office for a variety of tasks, such as creating documents in Word, managing data in Excel, creating presentations in PowerPoint, or managing emails and schedules in Outlook. Proficiency in Microsoft Office can help increase productivity and efficiency in these tasks. Therefore, including this skill in a resume objective can show potential employers that the candidate is capable of handling essential office tasks.

4. Google Suite

A secretary often needs to manage various tasks such as scheduling appointments, organizing files, and communicating with clients or other staff members. Google Suite includes tools like Google Calendar, Google Drive, and Gmail that can help streamline these tasks. Proficiency in Google Suite shows potential employers that the candidate is organized, efficient and capable of managing multiple responsibilities in a digital environment.

5. Scheduling

Scheduling is a crucial skill for a secretary because it involves managing and organizing the employer's calendar, including meetings, appointments, and deadlines. This skill demonstrates the ability to prioritize tasks, manage time effectively, and maintain organization. It shows potential employers that the candidate can handle multiple responsibilities simultaneously and ensure smooth operations in a busy work environment.

6. Multitasking

A secretary often has to handle multiple tasks at once such as scheduling appointments, answering phone calls, and managing paperwork. The ability to multitask effectively is crucial for maintaining organization and ensuring all tasks are completed in a timely manner. Including this skill in a resume objective demonstrates to potential employers that the candidate can handle the fast-paced nature of the job without sacrificing accuracy or efficiency.

7. Time management

A secretary often has to juggle multiple tasks and responsibilities at once, from answering phone calls and scheduling appointments to managing files and correspondence. Effective time management skills are crucial in order to prioritize these tasks and ensure that everything gets done in a timely manner. This skill is essential for a resume objective as it shows potential employers that the candidate can handle the demands of the job efficiently and effectively.

8. Organization

A secretary often handles multiple tasks at once, including managing schedules, organizing files, and coordinating meetings. Therefore, strong organizational skills are essential to ensure all tasks are completed accurately and on time. This skill also helps in maintaining an efficient and orderly office environment. Including this skill in a resume objective demonstrates the candidate's ability to manage various responsibilities effectively.

9. Communication

A secretary often serves as the first point of contact between the organization and external parties. Therefore, excellent communication skills are necessary to convey information accurately and clearly. Additionally, a secretary needs to handle correspondence, take messages, and relay important information within the team or department. Miscommunication can lead to errors and misunderstandings that could negatively impact the organization's operations. Hence, highlighting this skill in a resume objective shows potential employers that you can effectively manage these crucial tasks.

10. Problem-solving

A secretary often faces various challenges and unexpected situations in their daily tasks. Problem-solving skills are essential for a resume objective as they demonstrate the candidate's ability to efficiently and effectively handle difficult or unforeseen circumstances, make quick decisions, and find solutions to keep operations running smoothly. This skill is crucial in maintaining organization and productivity within an office environment.

In conclusion, the objective section of your secretary resume is a crucial area where you can showcase your key skills and abilities. It's an opportunity to make a strong first impression on potential employers by highlighting the unique skill set you bring to the table. Remember, this section should be concise, compelling, and tailored to the specific needs of the job you're applying for. By effectively leveraging this space, you can set yourself apart from other candidates and increase your chances of landing that coveted secretarial role.

Related : Secretary Skills: Definition and Examples

Common Mistakes When Writing a Secretary Resume Objective

Writing an effective resume objective for a secretary position is essential to securing an interview and ultimately the job. Unfortunately, many job seekers make some common mistakes when crafting their resume objectives that can hinder their chances of success. This essay will discuss three common mistakes made when writing a resume objective for a secretary position.

The first mistake is not customizing the resume objective to the specific position. Many job seekers simply copy and paste generic objectives from other resumes or write something generic like “seeking an administrative role” without targeting the specifics of the job they are applying for. It is important to include details such as the company name, desired role, and skills requested in order to demonstrate that you have researched the organization and understand what they are looking for in a candidate.

The second mistake is not emphasizing relevant skills or experience. A well-crafted resume objective should highlight your most relevant skills and experience related to the position you are applying for. For example, if you have prior experience working as a receptionist or filing clerk, be sure to mention it in your resume objective so that employers know you are familiar with office tasks and procedures. Additionally, emphasize any specialized software or other technology skills you possess that would be beneficial in this type of role.

The last mistake is using too much jargon or abbreviations when describing your qualifications. Although using industry terms may demonstrate your knowledge of the field, it can be difficult for employers to decipher exactly what those terms mean unless they are already familiar with them. Therefore, it is important to use clear language when writing your objective so that employers can quickly understand your qualifications and why you would be an asset to their organization.

In conclusion, there are several common mistakes made by job seekers when crafting their resume objectives for secretary positions. It is essential to customize each objective to the specific job being applied for and include relevant skills and experience while avoiding too much jargon or technical terminology. Doing so will ensure that employers recognize your qualifications quickly and increase your chances of securing an interview.

Related : Secretary Resume Examples

A right resume objective for a secretary should focus on the skills and experience needed to perform the job, while a wrong resume objective could include irrelevant information such as personal interests.

Editorial staff

Brenna Goyette

Brenna is a certified professional resume writer, career expert, and the content manager of the ResumeCat team. She has a background in corporate recruiting and human resources and has been writing resumes for over 10 years. Brenna has experience in recruiting for tech, finance, and marketing roles and has a passion for helping people find their dream jobs. She creates expert resources to help job seekers write the best resumes and cover letters, land the job, and succeed in the workplace.

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Secretary CV Examples (Template & 20+ Tips)

Create a standout secretary cv with our online platform. browse professional templates for all levels and specialties. land your dream role today.

This Secretary CV Example article provides an overview of how to craft an effective CV when applying for a secretary position. It includes helpful tips on what to include in each section, as well as what information to omit. It also provides an example of a well-written CV for a secretary position, which can be used as a template when creating your own CV.

We will cover:

• How to write a CV , no matter your industry or job title.
• What to put on a CV to stand out.
• The top skills employers from every industry want to see.
• How to build a CV fast with our professional CV Builder .
• What a CV template is, and why you should use it.

What does a Secretary do?

A secretary typically performs administrative tasks such as typing, filing, answering phones, taking notes, scheduling meetings, and more. They may also be responsible for maintaining records, preparing documents, and providing general support to an organization.

• Administrative Clerk CV Sample
• Billing Clerk CV Sample
• Bookkeeper CV Sample
• Data Entry Clerk CV Sample
• Executive Assistant CV Sample
• File Clerk CV Sample
• Front Desk Coordinator CV Sample
• Front Desk Receptionist CV Sample
• Human Resources Assistant CV Sample
• Mail Clerk CV Sample
• Office Assistant CV Sample
• Office Clerk CV Sample
• Office Coordinator CV Sample
• Office Manager CV Sample
• Purchasing Assistant CV Sample
• Records Clerk CV Sample
• Receptionist CV Sample
• Scheduler CV Sample
• Secretary CV Sample
• Shipping Clerk CV Sample

What are some responsibilities of a Secretary?

• Answer telephone calls and take messages
• Greet visitors, ascertain the nature of their business, and direct them to the appropriate person
• Schedule appointments, maintain calendars, and coordinate meetings
• Arrange travel accommodations and itineraries
• Compose letters, reports, and other documents
• Maintain filing systems and records
• Prepare agendas, take notes, and transcribe meeting minutes
• Collect and distribute mail
• Order office supplies
• Enter data into computer systems and databases

Sample Secretary CV for Inspiration

Personal Details Name: Jane Smith Address: 123 Main Street, Anytown, USA Phone: (123) 456-7890 Email: [email protected]

Summary Jane Smith is an experienced and reliable Secretary with over 5 years of experience in providing administrative support. She has strong organizational skills and is proficient with Microsoft Office and other office software. Jane has a Bachelor's degree in Business Administration and is fluent in English, Spanish and French.

Work Experience

• Secretary, ABC Company, Anytown, USA (2015 - present)
• Provide administrative support, including scheduling and organizing meetings, maintaining records and preparing reports.
• Assist with customer inquiries and handle incoming calls and emails.
• Manage office supplies and ensure the office is kept in good condition.
• Receptionist, XYZ Company, Anytown, USA (2013 - 2015)
• Greeted customers and managed incoming calls and emails.
• Organized and maintained office filing systems.

Education Bachelor of Business Administration, Anytown University, Anytown, USA (2010 - 2013)

• Excellent organizational skills
• Proficient with Microsoft Office and other office software
• Excellent communication and interpersonal skills

Certifications Certified Administrative Professional (CAP)

Languages English, Spanish, French

CV tips for Secretary

Crafting an impeccable CV that kickstarts your career is a challenging endeavor. While adhering to fundamental writing principles is beneficial, seeking guidance customized for your unique job pursuit is equally prudent. As a newcomer to the professional realm, you require Secretary CV pointers. We've curated top-notch advice from experienced Secretary individuals. Explore their insights to streamline your writing journey and enhance the likelihood of fashioning a CV that captivates potential employers' attention.

• Highlight your most relevant skills and qualifications for the position.
• Include both soft and hard skills, such as proficiency in Microsoft Office, excellent customer service, and excellent written and verbal communication.
• Focus on details, such as your ability to multitask and organize and manage multiple projects.
• Demonstrate your ability to work in a team environment and collaborate with others.
• Include any relevant experience, such as prior administrative or clerical experience.

Secretary CV Summary Examples

A Secretary CV Summary or CV Objective is important for employers to gain insight into your qualifications, skills, and experience. It provides a concise snapshot of your professional background that employers can use to quickly determine if you are the right fit for the job. The Summary or Objective should highlight your most relevant qualifications and experience, and demonstrate how you can contribute to the organization. This will help employers quickly understand why you are the best candidate for the job. For Example:

• Enthusiastic Secretary with 5 years of experience providing administrative support in a fast-paced environment.
• Experienced Secretary with an office management background, advanced computer and organizational skills.
• Multitasking Secretary with excellent organizational and communication skills and a passion for problem solving.
• Professional Secretary with 10 years of experience in the field, proficient in Microsoft Office and customer service.
• Highly organized and detail-oriented Secretary with experience in managing office tasks, scheduling appointments, and maintaining records.

Build a Strong Experience Section for Your Secretary CV

Building a strong experience section for a secretary CV is important for highlighting relevant skills and experience, as well as demonstrating your ability to perform the duties of a secretary. It also helps to show employers that you have the necessary qualifications and skills to fill the role. An effective experience section should include a list of key duties and responsibilities, any relevant certifications or degrees, and examples of successful projects or initiatives you’ve completed in the past. This section should also detail any relevant software or language skills, as well as any specialized experience you may have in areas like data entry, customer service, or document management. For Example:

• Provided administrative support in a busy office environment.
• Coordinated meetings and conferences for personnel within the business.
• Greeted visitors and responded to inquiries and requests in a professional and efficient manner.
• Managed the day-to-day operations of the office.
• Maintained efficient filing systems, both paper and electronic.
• Organized and updated personnel records and other confidential documents.
• Answered phones in a polite and timely manner.
• Prepared and distributed meeting agendas and minutes.
• Processed incoming and outgoing mail and correspondence.
• Supported senior management on various projects.

Secretary CV education example

A Secretary typically needs at least a high school diploma or equivalent. However, many employers prefer applicants with some college experience or an associate degree in office administration or a related field. Additionally, proficiency in computer software, such as Microsoft Office Suite, is usually required. Secretaries should also possess strong organizational and communication skills. Here is an example of an experience listing suitable for a Secretary CV:

• Bachelor of Arts in Business Administration, University of California, San Diego, CA – May 20XX
• Associate of Arts in Office Administration, San Diego Community College, San Diego, CA – May 20XX
• Certificate in Executive Secretarial Studies, San Diego State University, San Diego, CA – May 20XX

Secretary Skills for a CV

Adding skills to a Secretary CV is important as it provides employers with an overview of the candidate's abilities and qualifications. It allows employers to quickly assess how well the candidate is suited for the role and how they might fit in with the organisation. By including key skills, a Secretary CV can demonstrate the candidate's potential to handle the duties and responsibilities of the position. Examples of skills that may be included are excellent communication and interpersonal skills, proficiency in the use of IT systems, and a high level of organisation and time-management. Soft Skills:

• Communication Skills
• Organizational Skills
• Time Management
• Computer Literacy
• Interpersonal Skills
• Multi-tasking
• Attention to Detail
• Problem-Solving
• Document Management
• Customer Service
• Word Processing
• Calendar Management
• Document Preparation
• Filing Systems
• Meeting Coordination
• Travel Arrangements
• Database Management
• Presentations Creation

Common Mistakes to Avoid When Writing a Secretary CV

In today's competitive job market, an average of 180 applications floods employers' inboxes for each vacant position. To streamline this influx of CVs, companies frequently employ automated applicant tracking systems that weed out less qualified candidates. If your CV manages to surpass these digital gatekeepers, it must still captivate the attention of the recruiter or hiring manager. Given the sheer volume of applications, a mere 5 seconds is typically allocated to each CV before a decision is reached. With this in mind, it's crucial to eliminate any extraneous information that might relegate your application to the discard pile. To ensure your CV shines, consult the list below for elements to avoid including in your job application.

• Skipping the cover letter: A well-crafted cover letter is an opportunity to showcase your suitability for the role and express your enthusiasm for it.
• Excessive jargon: CVs laden with technical terms can alienate hiring managers who lack specialized knowledge.
• Neglecting vital details: Incorporate your contact information, education, work history, and pertinent skills and experiences.
• Relying on generic templates: Tailoring your CV to the specific job exhibits your commitment to the position and company.
• Errors in spelling and grammar: Proofreading is essential to eliminate typos, spelling errors, and grammatical blunders.
• Overemphasizing duties: Highlight accomplishments to underline your candidacy's value.
• Sharing personal information: Steer clear of revealing personal details like age, marital status, or religious affiliations.

Key takeaways for a Secretary CV

• Highlight your administrative and organizational skills
• Include relevant experience and accomplishments
• List any areas of specialization, such as legal research or filing
• Showcase your ability to multitask and handle multiple projects simultaneously
• Mention any software or technology that you are proficient in using
• Display your attention to detail and accuracy
• Highlight your interpersonal and communication skills

Sample Resume for Secretary

For the Manager, director, or the CEO, you will be the right hand, managing all the administrative tasks. For the company, you will be the backbone, allowing the organization to take maximum utilization of executive time for strategic decision making. You should be an energetic, active, and highly influential character to become a secretary for an important executive.

All resume examples in this guide

Secretary Resume Example

Jeniffer Lawrence ‍ Secretary [email protected] +1 213 48 32 18 https://www.linkedin.com/in/jeniffer

• Professional summary

Dedicated Secretary with 5+ years of experience excited in joining MCL LLC to become a key player in the administrative support. In my previous position, I was the secretary to the CEO and played a major role in increasing the overall admin staff efficiency by 20% by introducing a cloud-based admin support system

Aug 2019 to Present

• Recruiting, shortlisting, and interviewing new employees

Maintained Google calendar and appointment reminders for the Operations Manager Increased operational efficiency by 20% by introducing a cloud-based information sharing system for the office staff Called key stakeholders on behalf of the Manager (10-15 calls every day) Prepared expenses report and carried out travel planning for the CEO using MS Office

Bachelor’s degree in Business Administration, 2015-2018 Columbia University, NY

• Business strategy

Management accounting Management reporting GPA- 3.8/4 Diploma in IT, 2018-2019 Institute of Information Technology, NY

• Microsoft office suite

Database management

Skill Certifications

MS Office Specialist Expert Certification

Communication Business intelligence Detailed orientedE xpense report creation Travel schedules planning Making professional calls Database management and experienced SAP user Manage Google Calendar and Scheduling

If you want to further your career, you need more than that. First thing you need is to create a perfect resume for secretary positions that showcases your skills, expertise as well as your personality.

We are going to give away our time-tested tips and techniques to create your next secretary resume sample that can help you land your dream secretary job interview.

More interviews mean more chances of getting your job. Let’s go

The average annual pay for a Secretary position is $34,000 (Payscale.com)

However, most organizations are paying higher salaries for the secretaries of the important executives. In fact, you could demand higher salaries based on your expertise and skill level.

The good news is, there are more than 4 million secretaries in the USA by 2020. Every organization needs a couple of secretaries regardless of the industry or the size.

Because of the following two reasons, there’s a higher demand for secretary positions:

• A higher number of jobs in the market

No specific academic or professional qualifications to start

How to make a Professional Secretary Resume

Writing your resume for the secretary position should be well organized like most of your administrative duties in the office. Follow these general guidelines and tips for success.

• Keep your resume to one page
• Adhere to a standard layout and a structure
• Read the job descriptions several times and pick the important keywords
• Write to the point
• Give priority to your strengths

A hiring manager in a reputable company gets hundreds of applications for a demanding position like a secretary. Therefore, on average, they spend only around 5-7 seconds on one application.

Therefore you need to make sure two things,

• To make a positive impression within those few seconds

To make your resume better than most of the others so that the hiring manager spends more than average time on your resume

To do this, we need a clean layout and a consistent structure.

The layout of the Secretary Resume

Start by planning your resume's layout. It's then a matter of filling in your information. Use the following layout to create a professional resume for your next secretary job.

• Name and contact information in the header
• Work experience
• Additional sections

The structure of the Secretary Resume

There are three main types of standard resume structures.

Reverse Chronological

For a secretary position, we recommend you use a reverse chronological structure. For example, when you list down your experience section, you should start with your most recent experience first and the rest comes after that in the order.

Hiring managers love this structure as it gives them quick access to the latest information about you.

Start with the Header of the Secretary Resume

The experience section of your resume is often overlooked, but it's the second most important part of your resume because every recruiter reads this section and if you have made a mistake here, you are out!

Therefore, we will start with this simple yet important section of your resume.

Example of a good header for a Secretary

Jeniffer Lawrence

+1 213 48 32 18

101, main street, apt 198,

Washington DC

Consider the following highlights while you write this section,

• Beginning: Start with your name. Not with your position
• Email: Use a professional email to send your resume. Do not use emails with fancy usernames. You can always create a new email to send resumes but make sure you get notifications for new emails.
• Address: Do not mention your residential address. It is not necessary and clutters the resume.
• Social media links: if you have a LinkedIn account that is well optimized, put that link there

Is a photo required in your Secretary Resume?

In most cases, NO!

The majority of the organizations in the USA prefer not to have a photograph of the applicant on their resumes. They consider it as discrimination to influence recruiting decisions based on the look of the applicant.

If the job description does not ask for a photograph, it is always safer to avoid using one.

Professional summary for Secretary

This is a mini version of your resume where you write your sales pitch to impress the HR manager. Use a maximum of 2-3 sentences to describe why you are a great fit for this role.

In the following two situations, you should use an Objective Summary instead of a Professional Summary,

• Change of career
• Not having previous experience

Take this professional summary as a guide to write yours. Check whether you can identify the difference between the CORRECT and INCORRECT summaries.

Dedicated Secretary with 5+ years of experience excited in joining MCL LLC to become a key player in the administrative function in a dynamic work environment. In my previous position, I was the secretary to the CEO and played a major role in increasing the overall admin staff efficiency by 20% by introducing a cloud-based admin support system

Use the keywords from the job description. Match their requirements in your professional resume summary and show them that you are the one they are looking for. Pick your skills and experience from your previous positions and work to match the personality they want.

Work Experience in the Secretary Resume

80% of the recruiters make their shortlisting decisions entirely on the experience section of your secretary resume. If you have some solid experience to showcase here, congratulations! You can easily get to the top 5% of the applications just by following this guide and writing your experience in the most impressive form.

Describe your professional experiences on your Secretary Resume

Here are some general guidelines to describe the professional experience section of your resume,

• Quantify the achievements in your previous work
• Use the reverse chronological order to list the experience
• Use more space to describe the latest experience
• Be relevant to the job description

Examples of professional experiences for Secretary beginner/junior

Following is a sample work history section for an entry level office secretary resume

• Engaged in staff member recruitment

Worked as a front desk receptionist

Maintained the calendar

Typing and proofreading documents

Making important calls

Executed data entry

Maintained Google calendar and appointment reminders for the Operations Manager

Increased operational efficiency by 20% by introducing a cloud-based information sharing system for the office staff

Called key stakeholders on behalf of the Manager (10-15 calls every day)

Prepared expenses report and carried out travel arrangements for the CEO

If you have little or no experience as a secretary in your previous positions, try to align your experience to the job requirement. For instance, if you worked in an administrative assistant role, working with Microsoft Office, preparing any legal documents or quotations would be relevant experience.

Examples of work experience for Senior Secretary

Following is a sample experience section for a senior level legal secretary resume

Aug 2016 to Present

AP Associates

• Collected client information

Maintained legal correspondence

Proofread legal and other documents

Scheduled meetings for attorneys

Involved in other administrative duties

Increased overall customer satisfaction

• Edited and proofread legal correspondence with 100% accuracy

Acted as the moderator for client meetings and assisted the attorneys with documents

Updated Google calendars of 5 attorneys on monthly basis

Assisted the clients in collecting required legal documents

Introduced a new appointment booking system using Calendly, combining with Microsoft teams for virtual meetings

For senior secretary positions, it is vital to showcase your experience in the right way. Experienced secretaries are generally recruited to work for top-level executives in an organization.

Mention the positions of the executives you have worked for. Briefly describe the work you carried out. Use numbers to gain credibility.

Education in the Secretary Resume

There is no hard and fast rule as to the education qualifications a secretary should possess. However, some organizations would ask for a bachelor’s degree as the minimum requirement.

In addition, any qualification in HR, administration, or management would be taken as relevant education.

If you are applying for an entry level position, you could even list down your high school achievements in the education section.

Should you start with education or work experience for a Secretary?

This solely depends on your strengths. Senior secretary positions with solid experience should start with their more valuable experience sections. Similarly, entry level job seekers could start with their education.

How to properly list your education in a Secretary Resume

To present your education credentials, use a consistent format. The following is what we recommend:

Eg: Bachelor's degree in business administration

Eg: Columbia University, NY

Example of the education section of a Secretary

Bachelor’s degree in Business Administration, 2015-2018

Columbia University, NY

Management accounting

Management reporting

Diploma in IT, 2018-2019

Institute of Information Technology, NY

Secretary Resume Skills Section

In our experience, we have seen more than 80% of the candidates applying for secretary positions write general sets of skills on their resumes.

This makes life easier for the hiring manager in shortlisting. Why? They reject all of them!

Therefore, it is vital to write the right set of skills aligned with both your experience and the job description.

The job description is the easiest place to start. Highlight all the skill expectations in the job search advertisement in both Responsibilities and Qualifications Required sections.

We recommend writing a mix of Soft, Hard, and IT skills in this section.

What are the main skills sought for in a Secretary Resume?

Following are the skill types recruiters generally expect in a secretary resume.

Soft Skills : There is no standard way of measuring these kinds of skills

• Communication skills
• Time management
• Listening skill
• Business intelligence
• Detail-oriented
• Problem-solving
• Interpersonal skills

Hard Skills and IT skills : These skills are more specific and easier to assess based on the candidate's experience and education and add value to your resume

• Fast typing speed (words/minute)
• Administrative duties
• Expense reports creation
• Taking calls for professional company requirements
• Microsoft Office 360
• Familiarity with CRM, SAP, ORACLE
• Manage Google Calendar and schedules
• Managing correspondence
• Taking meeting minutes
• Project management

Relevant skills for a junior secretary

A junior secretary would probably be assigned for an operational level manager or an executive. Therefore, focus more on writing an operational level skill requirement. Write Soft, Hard, and IT skills.

• Communication skill
• Listening skills
• Typing speed 100 WPM
• Greeting visitors
• Making professional calls
• Microsoft excel
• Manage Google Calendar and Scheduling

What skills for a qualified senior secretary

Senior secretaries are generally assigned to top-level executives and company owners. Focus on writing relevant managerial level skills while following the job search advertisement.

• Communication
• Detailed oriented
• Expense report creation
• Travel schedules planning
• Database management and experienced SAP user

Additional Headings for your Secretary Resume

Additional headings are a way to showcase your top performance in a more visible way to the recruiter.

Think of it like this. When the recruiter has gone through your basic qualifications and experience and realized that you are a match, there are so many others that meet these basic requirements. Then they see you have a Professional Certificate in Secretariat in the additional skills section. What would be their reaction? You would probably get management's attention!

Computer skills and certifications in a Secretary Resume

A relevant skill certification would act as a catalyst in the shortlisting process. You can list them even if you have not completed the certificate.

One of the TOP certifications is the International Association of Administrative Professionals (IAAP) CAP (Certified Administrative Professional) credential. To obtain the credential, you need to fulfill the education and experience requirements stated by the institution.

There are many local and international credentials for administrative and secretary positions.

Relevant computer skills include Microsoft applications (advanced Excel, PowerPoint, Power apps, Power Automate, Sharepoint, Teams), CRM and ERP systems, Digital marketing. Any of these skills would add value to your profile.

Interests in a Secretary Resume

Listing your interests is not necessary in most cases for a secretary resume.

If you have interests such as being active in a toastmasters club or writing for a magazine, things that directly or indirectly add value, you may consider including them in the resume.

Do not include generic interests such as watching movies, playing badminton, or reading books as these will not add any value to your profile. This kind of information would only distract the potential employers from reading the important sections of your resume.

Languages in a Secretary Resume

As most organizations have foreign clients, business partners, and employees, having fluency in a couple of languages would always come in handy for a secretary.

When you state the languages, also mention the level of fluency for each language.

Some job descriptions specifically mention the languages or accents you should be familiar with.

Summary: Key Points for Writing a Perfect Secretary Resume

• Your name and contact information should appear at the top of your resume. Keep it to 4-5 lines
• The summary is a 2-3 sentence statement highlighting your greatest achievements, experience, and skills
• Use reverse chronological order to list down your experience. Write relevant to the specific position you are applying for.
• If you have a strong education background that surpasses your experience, list the education section before the experience.
• Write a mix of soft skills, hard skills, and IT skills. Keep it to a maximum of 5-8 lines
• Use additional sections such as Skill Certifications, Interests, Languages appropriately to create a pleasant surprise for the hiring manager

Write a Secretary Cover Letter That Goes With Your Resume

A cover letter is your sales pitch to the hiring manager. Describe why you are excited to join the organization and how your skills, experience, and education would be beneficial to them.

Good cover letters would always positively complement the resumes.

A recent survey suggested the vast majority of employers expect to receive a cover letter with a resume so make sure you send one with the resume.

Frequently Asked Questions for a Secretary Resume

How do i write a resume for a secretary.

Plan your resume's layout first. Next, you need to enter your information. For a professional secretary's resume, follow this format.

• Name, position, email, contact number in the header
• Additional sections (Skill Certifications, Interests, Languages)

What is a good secretary resume objective?

If you are applying for an entry level secretary job, a career objective would be ideal to showcase your enthusiasm towards the position. Here is an example objective for a sample secretary resume:

“Enthusiastic college graduate seeking to join ABC LLC as a secretary with the necessary skills to be a profitable addition to the team. I have excelled in advanced MS Office, SAP and worked as a part-time receptionist for answering client calls in a reputed company”.

What is the secretary job description?

An office secretary facilitates office communication and interacts with clients. Their responsibilities include answering and redirecting phone calls, scheduling meetings, and providing personalized support to other employees, especially to the management.

Having hands-on experience in managing MS Office applications, managing correspondence, writing letters, and proofreading managerial reports are some of the skills required.

What skills do secretaries need?

Secretaries need a combination of Soft, Hard, and IT skills. Here are some of them:

• Fast learner
• Taking phone calls for professional requirements

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A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

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Top 40 Secretary Resume Objective Examples

A career objective statement is your first chance to get the employer’s attention at the very beginning. Writing a powerful objective statement for your secretary resume or CV can help you get more interviews.

More particularly, an objective statement assures the employer that you understand their most pressing needs and will be able to deliver the expected results.

How to write an excellent objective statement for a secretary resume?

In order to write a great objective for your secretary resume , you will need to know what the employer really wants, which you can find out by studying the secretary job description given by the employer.

After getting this information, start writing your objective by mentioning the position and the company’s name. Mention your enthusiasm to contribute to the success of the employer using your skills, qualifications, and experiences.

Here are 40 objective statements for secretaries with a range of experience to guide you in writing a powerful objective statement for your resume:

Best 40 Sample Objectives for a Secretary Resume

Experienced secretary with resume objectives examples.

1. Outgoing administrative professional with a degree in business and 12+ years of experience in providing high-level support for an office and for top executives. Seeking to leverage my expertise in reviewing incoming documents, conducting research, and preparing reports to grow in the new role of Executive Secretary at your company. Ability to supervise clerical staff.

2. Precise and resourceful professional eager to obtain a Secretary position at Robinwood Inc. Offering 10+ years of experience in providing administrative support in busy settings. Detail-orientated with a proven track record of working independently and as a part of a team.

3. To work as a Secretary for Blue Whale Technologies, using the ability to run a modern workplace in terms of presentation and document management to ensure smooth working of operations between departments.

4. Talented secretary with 12+ years of experience working in a corporate environment, seeking employment at ABC Company. Energetic to perform office operations and executive support tasks to ensure operational consistency and executive comfort.

5. Dedicated and resourceful individual with 6 years of administrative experience, seeking a position as a Secretary at Northside LLC. Eager to optimize workflow, and business processes, through the implementation of core support systems.

6. Uniquely qualified Secretary, excited to manage administrative and clerical functions at ABC Company. Talented in maintaining calendars, and other support functions, with an absolute focus on meeting tight deadlines.

7. Strong desire to work as a Secretary for AAA Company, where my 6+ years of experience can be applied to meet the functional and administrative goals of the company. Poised to meet professional standards by using my excellent organizational and time-management skills.

8. To obtain employment as a Secretary at Wellforth Inc, utilizing 8 years of experience in providing administrative support to ensure business consistency and help the organization move towards its goals.

9. Looking to work as a Secretary for Main Idea Dot Com. Offering expertise in office organization and optimization to enhance work effectiveness. Able to provide well-balanced information management support.

10. Resourceful and dedicated secretary, enthusiastic to leverage my 5+ years of experience in handling clerical, secretarial, and administrative support functions. Enthusiastic about ensuring smooth and efficient office operations through the implementation of core work processes.

11. To obtain a Secretary position at Weekly Inc. Bringing strong administrative and communication skills to exceed progression and industry leadership goals.

12. To apply my administrative support and interpersonal skills in the capacity of Secretary at Great White Island. 8 years of experience in liaising internally and externally on administrative matters.

13. Reliable, and well-organized Secretary with 6 years of administrative support experience, in search of a role at XYZ Company. Ambitious to leverage my organizational and management skills to meet the company’s short and long-term targets.

14. Looking for employment as a Secretary at Ray’s Millions, utilizing training and experience in assisting office staff, and optimizing workflow processes. Exceptional emphasis on ensuring that the company runs in a focused direction, eventually leading to its success.

15. Highly motivated, organized, and detail-oriented individual, hoping to provide the benefit of 4+ years of experience to AAA Co. in the role of a Secretary. Eager to perform skilled clerical work, and provide general support to departments, with the aim of helping them function in a highly successful manner.

16. Talented individual, seeking a Secretary position at HP, applying strong organizational and clerical skills to actively support office and executive functions.

17. Top-performing Secretary with 18 years of the front desk and administrative support experience in busy office environments. Excited to use my proven bookkeeping, customer service, and communication skills to effectively fill the secretary role in your company. Diploma in office management.

18. Looking for a position as a Secretary at AAA Company, utilizing 6+ years’ successful track record of running smooth office operations through precision and excellent clerical skills.

19. Enthusiastic to work for Sino Group in the role of a Secretary. Offering expertise in general office management, handling correspondence, and the ability to facilitate departmental procedures to maximize the efficiency of the office.

20. To obtain a position as a Secretary with ITT Technical Institute. Bringing 5 years of extensive experience in scheduling appointments, and handling clerical and reception work to contribute to the mission of the company.  Well-versed in inter-departmental support procedures.

Entry Level Medical Secretary Resume Objective Examples

21. To obtain a Medical Secretary position at ABC Healthcare. Energetic to make the most of my ability to drive a cohesive work environment owing to exceptional skills in the clerical and secretarial arena.

22. Top-performing Secretary, looking for a position with Core Medical Center, utilizing proficiency in front desk tasks and excellent communication and organization skills to run smooth office operations.

23. Highly skilled individual, with over 2 years of secretarial experience, seeking a position as a Medical Secretary at Freeman Health System. Eager to apply hands-on experience in handling organizational functions, with the aim of ensuring a complete and consistently structural environment.

24. To work as a Secretary for Tri-Health. Bringing excellent negotiation, clerical, and computer skills, as well as the capability of working in a culturally diverse setting. Eager to work in a team-fostered environment.

25. Results-oriented and self-motivated individual, poised to work as a Medical Secretary for City Healthcare, applying strong organizational, communication, and office coordination skills in a fast-paced healthcare environment.

Legal Secretary Resume Objective Examples

26. An extremely talented and focused individual, seeking a position as a Legal Secretary at Alma Legal. Bringing excellent knowledge of legal matters, expertise in clerical support, and the ability to be methodical in times of stress.

27. Experienced self-starter with four years’ secretarial experience at busy law firms, seeking a position at NY Law Firm. Poised to leverage advanced computer skills, good judgment, and phone etiquette, as well as an exceptional ability to handle priorities. Strong interpersonal and communication skills with the ability to maintain the confidentiality of information.

28. Interested in working as a Legal Secretary at ANC Law Firm, utilizing my comprehensive administrative skills to help the office meet its operational, and customer service goals.

29. Seeking a legal secretary position in a fast-paced environment to utilize a successful track record in performing general office duties, including clerical, organizational, and executive support. Hardworking, with a high level of integrity and professionalism.

30. Poised to contribute to the success of XYZ Law Company in the capacity of a Legal Secretary, using good working knowledge of Microsoft Office, excellent communication skills, a sense of urgency, and the ability to multitask in a busy legal environment. Bilingual: English/Spanish.

New Secretary Career Objective Statements With No Experience

31. Recent business graduate with 6+ months’ hands-on internship experience. Poised to leverage my excellent clerical and customer service skills to effectively fill your Secretary position. A dedicated worker aiming to make the most of my potential to help achieve company goals.

32. Seeking a Secretary position with Harrington where my office administration knowledge, team building, and communication skills can be utilized to facilitate smooth office operations.

33. Recent high school graduate seeking a secretary role to utilize good organizational acumen, proficiency in Microsoft Office, 50 wpm typing speed, and the ability to multitask in a fast-paced environment.

34. Detail-oriented entry-level Secretary, eager to work for ABC Corporation to support executives, staff, and office by leveraging exceptional problem-solving, clerical, and computer skills. Ability to proactively anticipate the needs of managers to get things done.

35. Passionate college student seeking to leverage my administrative and secretarial knowledge to contribute to ABC Company. Bringing excellent communication, interpersonal, teamwork, and computer skills, as well as a high level of integrity, and attention to detail.

36. Diligent and proactive high school student with an excellent work ethic and great attention to detail, seeking a secretary role. Offering neat appearance, excellent time-management, customer service, and communication skills to contribute to the team of ABC Company. Typing speed: 50+ wpm.

37. ABC University’s student, seeking to provide excellent secretarial support to XYZ Company by leveraging exceptional computer, customer service, and clerical skills to add value to office operations.

38. A self-reliant and reliable individual looking for a secretary position. Enthusiastic to leverage a strong work ethic, eagerness to learn and contribute, and exceptional organizational, computer, and time-management skills.

39. High-energy high school graduate seeking a Secretary position. Offering exceptional MS Office and typing skills, multi-tasking ability, and organizational acumen. Ability to work under pressure to meet tight deadlines with passion.

40. Highly-organized and reliable student eager to secure a Secretary position where my commitment to executive support and superior interpersonal skills will be fully utilized. Excellent time management, multi-tasking, and problem-solving abilities.

Final Thought

When you apply for a secretary position, make sure that your resume is written in a way that brings results. Paying particular attention to the secretary’s career objective statement can go a long way in bringing you the results that you want, i.e., an employer’s attention and an interview.

• Top 10 Medical Secretary Resume Objective Examples
• Top 10 Office Secretary Resume Objective Examples
• Top 10 Executive Secretary Resume Objective Examples (+How to Write)
• 10 Legal Secretary Resume Objective Examples

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Executive Secretary resume examples for 2024

An executive secretary resume should highlight office procedures, payroll management, and word processing skills. These professionals should also be adept at providing secretarial support, preparing financial statements, and scheduling appointments. As Angela Robbins Ph.D. , Associate Professor of History at Meredith College, points out, "History majors - and in fact, all students in the Humanities - practice skills in the classroom which have real-world, job performance implications. Students need to do a better job of communicating on their resumes what exactly those skills are so they do stand out."

Executive Secretary resume example

How to format your executive secretary resume:.

• Tailor your resume's job title to match the executive secretary position you're applying for
• Highlight achievements rather than responsibilities in your work experience section, such as 'Increased efficiency by implementing a new filing system' or 'Managed office operations during executive's absence resulting in smooth operation of the office',
• Aim to fit your resume on one page, focusing on relevant experience and achievements, using bullet points and action verbs to present information concisely.

Choose from 10+ customizable executive secretary resume templates

Choose from a variety of easy-to-use executive secretary resume templates and get expert advice from Zippia’s AI resume writer along the way. Using pre-approved templates, you can rest assured that the structure and format of your executive secretary resume is top notch. Choose a template with the colors, fonts & text sizes that are appropriate for your industry.

Executive Secretary resume format and sections

1. add contact information to your executive secretary resume.

Executive Secretary Resume Contact Information Example # 1

Hank Rutherford Hill

St. Arlen, Texas | 333-111-2222 | [email protected]

2. Add relevant education to your executive secretary resume

Your resume's education section should include:

• The name of your school
• The date you graduated ( Month, Year or Year are both appropriate)
• The name of your degree

If you graduated more than 15 years ago, you should consider dropping your graduation date to avoid age discrimination.

Optional subsections for your education section include:

• Academic awards (Dean's List, Latin honors, etc. )
• GPA (if you're a recent graduate and your GPA was 3.5+)
• Extra certifications
• Academic projects (thesis, dissertation, etc. )

Other tips to consider when writing your education section include:

• If you're a recent graduate, you might opt to place your education section above your experience section
• The more work experience you get, the shorter your education section should be
• List your education in reverse chronological order, with your most recent and high-ranking degrees first
• If you haven't graduated yet, you can include "Expected graduation date" to the entry for that school

Check More About Executive Secretary Education

Executive Secretary Resume Relevant Education Example # 1

High School Diploma 2003 - 2005

Executive Secretary Resume Relevant Education Example # 2

Some College Courses In Accounting 2017 - 2019

New York University New York, NY

3. Next, create an executive secretary skills section on your resume

Your resume's skills section should include the most important keywords from the job description, as long as you actually have those skills. If you haven't started your job search yet, you can look over resumes to get an idea of what skills are the most important.

Here are some tips to keep in mind when writing your resume's skills section:

• Include 6-12 skills, in bullet point form
• List mostly hard skills ; soft skills are hard to test
• Emphasize the skills that are most important for the job

Hard skills are generally more important to hiring managers because they relate to on-the-job knowledge and specific experience with a certain technology or process.

Soft skills are also valuable, as they're highly transferable and make you a great person to work alongside, but they're impossible to prove on a resume.

Example of skills to include on an executive secretary resume

Office procedures are the protocols and standards which define how the staff works together. The office procedures can be a set of rules and regulations which guide the employees and help them run the office operations smoothly. Paperwork, customer interaction, taking messages, handling calls in and out all fall under the office procedures.

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

A financial statement is a report of an individual or a company that includes all the information about the declared assets, the use of money, income, and also the contribution of shareholders over a certain period.

Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Clerical support performs activities that must be done in every workplace in order to support the company going forward. These duties, which come within the category of clerical support, are typically delegated to entry-level employees since they are simple and easy to learn. Even though clerical duties like printing and filing are easy, they require time and in many instances, other workers are preoccupied with other activities and unable to keep up with all that needs to be accomplished. As a result, many businesses employ clerical support staff who are solely responsible for these duties.

Hotel Reservations may be required for clients or high-level management staff members. To make these reservations, the caller must have all necessary information prepared: the client's name, the length of stay, the preferred room (if requested), and any additional amenities that may be requested by the client or guest.

Top Skills for an Executive Secretary

• Office Procedures , 9.0%
• Payroll , 8.5%
• Word Processing , 8.3%
• PowerPoint , 7.9%
• Other Skills , 66.3%

4. List your executive secretary experience

The most important part of any resume for an executive secretary is the experience section. Recruiters and hiring managers expect to see your experience listed in reverse chronological order, meaning that you should begin with your most recent experience and then work backwards.

Don't just list your job duties below each job entry. Instead, make sure most of your bullet points discuss impressive achievements from your past positions. Whenever you can, use numbers to contextualize your accomplishments for the hiring manager reading your resume.

It's okay if you can't include exact percentages or dollar figures. There's a big difference even between saying "Managed a team of executive secretaries" and "Managed a team of 6 executive secretaries over a 9-month project. "

Most importantly, make sure that the experience you include is relevant to the job you're applying for. Use the job description to ensure that each bullet point on your resume is appropriate and helpful.

• Identified and resolved issues prior to escalation, clarified roles, and created electronic tools resulting in improved communication between divisions.
• Maintained database for student orientations.
• Coordinated logistics for national anthems, halftimes and color guards.
• Piloted the use of ADP for agency's payroll and timekeeping.
• Provided Administrative support to the City Manager and three senior executives.
• Compiled, edited, and delivered bankruptcy and foreclosure motions to Clerk of Court offices across North Carolina.
• Drafted contracts and riders, handled title clearance matters, drafted affidavits to clear title exceptions.
• Gathered cases for scheduled hearings and review by the Assistant District Counsel before Being heard by the Immigration Judge.
• Composed and executed PowerPoint presentations for trials.
• Retained attorney and staff employment files and payroll records.
• Provided counsel and assistance to employees and managers on a variety of complex HR issues including EEO rules and regulations.
• Completed work is reviewed for compliance with policy and procedures, adequacy and soundness of conclusions.
• Monitored and tracked awards through completion.
• Enhanced communication within the organization and executive team, fostering a sense of teamwork and collaboration.
• Counseled and evaluated junior personnel on performance and disciplinary matters.
• Provided change management communications and handled internal and external communication for confidential and sensitive company issues such as acquisitions and divestitures.
• Created and executed a comprehensive communication plans across multiple platforms and channels throughout the company.
• Maintained Twitter (@BankerTradesman and @Commercialrec) and Facebook pages (Banker & Tradesman and The Commercial Record).
• Updated organization's social media networks (Facebook, Twitter).
• Introduced new social media strategies to include: blogs, Facebook and twitter.

5. Highlight executive secretary certifications on your resume

Specific executive secretary certifications can be a powerful tool to show employers you've developed the appropriate skills.

If you have any of these certifications, make sure to put them on your executive secretary resume:

• Word 2010 Certification
• Professional Legal Secretary (PLS)
• Certified Legal Secretary Specialist: Executive Legal Secretary
• Certified Manager Certification (CM)
• Certified Medical Administrative Assistant (CMAA)
• Microsoft Office Specialist: Expert (Office 365 and Office 2019)
• Certified Medical Office Manager (CMOM)
• Microsoft Office Specialist Master Certification (MOS)
• Microsoft Office 365
• Certified in Public Health (CPH)

6. Finally, add an executive secretary resume summary or objective statement

A resume summary statement consists of 1-3 sentences at the top of your executive secretary resume that quickly summarizes who you are and what you have to offer. The summary statement should include your job title, years of experience (if it's 3+), and an impressive accomplishment, if you have space for it.

Remember to emphasize skills and experiences that feature in the job description.

Common executive secretary resume skills

• Office Procedures
• Word Processing
• Financial Statements
• Scheduling Appointments
• Expense Reports
• Meeting Minutes
• Telephone Calls
• Office Equipment
• Secretarial Support
• Clerical Support
• Hotel Reservations
• Administrative Tasks
• Conference Calls
• Office Management
• Meeting Agendas
• Event Planning
• Administrative Functions
• Statistical Reports
• Office Operations
• Travel Itineraries
• Financial Reports
• Calendar Management
• Real Estate
• Administrative Assistance
• Routine Correspondence
• International Travel Arrangements
• Confidential Correspondence
• Executive Support
• Executive Board
• Direct Reports
• Press Releases
• Travel Vouchers
• Presentation Software
• Bank Deposits
• Defense Travel System
• Mass Mailings

Executive Secretary Jobs

Links to help optimize your executive secretary resume.

• How To Write A Resume
• List Of Skills For Your Resume
• How To Write A Resume Summary Statement
• Action Words For Your Resume
• How To List References On Your Resume

Updated June 25, 2024

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

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