Company: Athtendo, Inc. Phone: 305-894-2995 (Please do not call about job/email resume) Send Resume/Cover Letter: Job Title: Full-Time Executive Secretary Location: Miami, FL 33131 Compensation/Salary Grade: $20.89 per hour (Hourly Pay) Annual Salary: $43,451.20 (Annually) Hours- 40 hours per week (Full-Time) (Monday-Friday) Job Description Executive Secretary The Executive Secretary is responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner. Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff in the office. The Executive Secretary reports to the Executive Team and is responsible for providing senior level secretarial and clerical services for them. Tasks • Manage and maintain executives' schedules. • Prepare invoices, reports, memos, letters, sales statements and other documents, using word processing, spreadsheet, database, or presentation software. • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. • Open, sort, and distribute incoming correspondence, including faxes and email. • File and retrieve corporate documents, records, and reports. • Greet visitors and determine whether they should be given access to specific individuals. • Answers incoming telephone calls for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages. • Distributes items within the office (e.g. special delivery and overnight mail/packages, messages, packets, etc.) for the purpose of ensuring receipt to addressee. • Supports the Executive Staff (e.g. photocopying, faxing, mailings, etc.) for the purpose of ensuring the efficient operation of the Office. • Responds to inquiries from a variety of internal and external parties (e.g. college and university staff, other schools, agencies, general public, parents, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. • Maintains reception area materials (e.g. job applications, newsletters, event calendars, etc.) for the purpose of providing resource information to visitors. Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit. Knowledge Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Other Functions Maintains reception area materials (e.g. job applications, newsletters, event calendars, etc.) for the purpose of providing resource information to visitors. Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit. Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: preparing and maintaining accurate records; operating standard office equipment; and utilizing pertinent software applications. Responsibilities include: working under direct supervision using standardized routines; leading, guiding, and/or coordinating others; and operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services. Responsibility the usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy working environment.