Administrative Assistant
Schedules appointments, gives information to callers, takes dictation, and otherwise relieves officials of clerical work as well as minor administrative and business details. |  | | Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer ... takes dictation in shorthand or by machine and transcribes notes on typewriter or computer, or transcribes from voice recordings ... composes and types routine correspondence ... organizes and maintains file system, and files correspondence and other records ... answers and screens manager's telephone calls, and arranges conference calls ... coordinates manager's schedule and makes appointments ... greets scheduled visitors and conducts to appropriate area or person ... arranges and coordinates travel schedules and reservations ... conducts research, and compiles and types statistical reports ... coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings ... makes copies of correspondence or other printed materials ... prepares outgoing mail and correspondence, including e-mail and faxes ... orders and maintains supplies, and arranges for equipment maintenance |
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Administrative Services Manager
Directs and coordinates office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. | | | Supervises central office services such as data entry, database maintenance, correspondence, stenography, reception, duplicating, filing, message delivery, and supply ... negotiates purchase of office supplies and equipment and supervises receiving and shipping ... issues appropriate purchase requisitions and negotiates contracts for maintenance of office equipment ... supervises maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities ... supervises telephone, electronic mail, software applications, and facsimile services ... controls inter-office communication installations and maintenance ... arranges transportation and hotel reservations ... supervises company store, cafeteria, and food service operations ... establishes and maintains vendor databases for all office products and services.
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Administrative Supervisor
Supervise office administrative positions, including, administrative/executive assistants, receptionists and office clerks. | | | Directs and oversees various office projects and personnel. Responsible for preparation and maintenance of all office correspondence, speadsheets and presentations. Communicate with company Executives to ensure efficient office procedures. |
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Convention Assistant
Assists conference coordinator in planning event, allocating floor space and contacting attendees and exhibitors. | | | Receives requests from company officials, staff, students, and community groups requiring space for activities ... consults charts and records to determine space availability for dates and times requested ... determines suitability of space for requested activities such as sales meetings, lectures, film screenings, musical programs, and laboratory work, and assigns conference rooms, lecture halls, and other facilities ... notifies program participants of location assigned ... maintains schedules and records of available space, space used, and cancellations ... suggests and procures needed equipment such as audiovisual aids, music stands, and additional seats ... arranges for cleaning of rooms after use. |
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Executive Assistant
Keeps official corporation records and executes administrative policies determined by or in conjunction with other officials. | | | Manages supervisor's calendar and independently schedules appointments ... screens incoming calls and correspondence and responds independently when possible ... prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance ... arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget ... directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings ... monitors and directs recording of company stock issues and transfers ... acts as custodian of corporate documents and records ... directs preparation and filing of corporate legal documents with government agencies to conform with statutes ... takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents ... creates and maintains database and spreadsheet files ... arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
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Legal Secretary
Assists and relieves lawyers and other legal personnel of administrative and clerical work. | | | Prepares final legal papers and correspondence of legal nature such as summonses, complaints, motions, and subpoenas from draft or dictated text ... assists in research and physical location of legal materials in law library publications pertinent to pending cases ... routes articles to lawyers and other company officials ... manages calendar and assists in meeting deadlines ... coordinates meetings ... performs other clerical duties such as scheduling appointments, providing information to callers, taking dictation, composing and typing routine correspondence, and reading and routing incoming mail ... files correspondence and legal documents in office filing system ... ensures proper indexing and filing of original legal documents. Knowledge of Microsoft Word and Wordperfect required. |
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Medical Secretary
Job Description for this position in development. | | | Assist hospital and healthcare personnel with all correspondence, files, databases and spreadsheets. Responsibilities may include scheduling appointments, tracking and updating patient database information, maintenance of patient files, and heavy communication (written and verbal) with insurance carriers. |
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Office Manager
Manages a variety of general office activities through subordinate supervisors. | | | Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services ... maximizes office productivity through proficient use of appropriate software applications ... researches and develops resources that create timely and efficient workflow ... establishes uniform correspondence procedures and style practices ... formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records ... plans office layout, develops office budget, and initiates cost reduction programs ... reviews clerical and personnel records to ensure completeness, accuracy, and timeliness ... prepares activities reports for guidance of management ... coordinates activities of various clerical departments or workers within department ... maintains contact with customers and outside vendors. |
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