Executive Secretary

GENERAL DESCRIPTION Responsible for supporting and managing administrative processes in the assigned department, in accordance with established company guidelines, policies, and procedures. ESSENTIAL FUNCTIONS •Answers, makes, and forwards telephone calls within the department. •Attends to customer visits received in the department. •Drafts and reviews written communications and/or presentations as requested. •Maintains inventory of materials in the area and prepares requisitions for additional purchases. •Organizes and manages the supervisor’s schedule, including coordinating meetings, activities, interviews, and appointments. •Prepares meeting minutes and shares them with area management for review and revision. These documents include action items to be completed before the next meeting and follow-up on pending tasks. •Creates, manages, and maintains confidential files. •Assists in processing invoices, checks, purchase orders, and claims. •Provides administrative support to the CEO’s Office as a priority when required. •May be temporarily reassigned to another role within the company based on operational needs. ADDITIONAL FUNCTIONS • Complies fully and consistently with company standards, policies, procedures, and local and federal laws applicable to our industry, business, code of conduct, and employment practices. • May perform other duties and responsibilities as assigned, in accordance with the education and experience requirements contained in this document. MINIMUM QUALIFICATIONS: Education and Experience: Bachelor’s degree in Office Systems and/or Secretarial Science, preferred. At least three (3) years of experience performing administrative duties as an executive secretary, administrative assistant, or in another similar clerical role. “Proven experience may be replaced by previously established requirements.” Certifications/Licenses : N/A Other: N/A Languages: English – Advanced (writing, conversation, and comprehension) Spanish – Advanced (writing, conversation, and comprehension)