General Information:

Job title: Executive Secretary to the CNO & CMO

Schedule: 80 hours per pay period; Monday-Friday

Weekend rotation: No weekends

Holiday rotation: Paid Holidays

Position Summary:

Provide high-level administrative support by handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Position Responsibilities:

• Prepares memos, letters and other documents using word processing, spreadsheet, database, or presentation software for all departments reporting to CNO & CMO and others as necessary
• Answers electronic communications and phone calls, and directs calls to appropriate parties or takes messages
• Schedules and attends meetings to record minutes. Types, distributes and performs tasks as a result of meeting actions.
• Greets visitors and determines whether they should be given access to specific individuals
• Performs general office duties to include ordering supplies such as paper and toner. Arranges for service in copiers.
• Files and retrieves corporate documents, records, and reports
• Opens, sorts, and distributes incoming correspondence, including faxes and e-mail
• Makes travel arrangements for executives
• Reviews a variety of materials, including reports, letters, and memos for content, and recommends changes
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively with staff to provide quality service
• Maintains confidentiality with unquestionable integrity
• Types up new policies & procedures for departments reporting to CNO & CMO
• Takes complaints and enters into reporting system
• Maintains CNO's & CMO's calendar; setting up meetings, appointments, etc.
• Performs duties of Notary Public
• Adds and updates for in Access, as well as train other staff for back up

Position Requirements:

Minimum Work Experience

• A combination of training, education, and experience that provides the required knowledge and abilities

Required Skills

• Ability to communicate effectively
• Ability to prioritize multiple tasks, work effectively under stress, meet short deadlines, and take direction
• Ability to coordinate multiple schedules and produce accurate work despite frequent interruptions
• Knowledge of office procedures, clerical operations, and the use of various office machines
• Excellent knowledge of the rules of English grammar and composition
• Ability to perform assigned duties with minimum supervision
• Ability to identify problems and implement or recommend solutions; interpret and apply policies and procedures; deal diplomatically with the public; take responsibility; and use good judgment within scope of authority
• Ability to learn and use new software programs as systems are upgraded
• Ability to work cooperatively with individuals & groups