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Executive Assistant :
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.
Occupation
Specific Tasks:
The tasks listed below are typical task
statements that are commonly required
for the occupation you selected.
Task
Description
| Attend
meetings in order to record minutes. |
| Compile,
transcribe, and distribute minutes
of meetings. |
| Conduct
research, compile data, and prepare
papers for consideration and presentation
by executives, committees and boards
of directors. |
| Coordinate
and direct office services, such
as records and budget preparation,
personnel, and housekeeping, in
order to aid executives. |
| File
and retrieve corporate documents,
records, and reports. |
| Greet
visitors and determine whether they
should be given access to specific
individuals. |
| Interpret
administrative and operating policies
and procedures for employees. |
| Make
travel arrangements for executives. |
| Manage
and maintain executives' schedules. |
| Meet
with individuals, special interest
groups and others on behalf of executives,
committees and boards of directors. |
| Open,
sort, and distribute incoming correspondence,
including faxes and email. |
| Perform
general office duties such as ordering
supplies, maintaining records management
systems, and performing basic bookkeeping
work. |
| Prepare
agendas and make arrangements for
committee, board, and other meetings. |
| Prepare
invoices, reports, memos, letters,
financial statements and other documents,
using word processing, spreadsheet,
database, and/or presentation software. |
| Prepare
responses to correspondence containing
routine inquiries. |
| Read
and analyze incoming memos, submissions,
and reports in order to determine
their significance and plan their
distribution. |
| Review
operating practices and procedures
in order to determine whether improvements
can be made in areas such as workflow,
reporting procedures, or expenditures. |
| Set
up and oversee administrative policies
and procedures for offices and/or
organizations. |
| Supervise
and train other clerical staff. |
Detailed Work Activities.
| analyze
organizational operating practices
or procedures |
| answer
customer or public inquiries |
| arrange
teleconference calls |
| compile
numerical or statistical data |
| coordinate
staff or activities in clerical
support setting |
| develop
new office forms |
| develop
policies, procedures, methods, or
standards |
| develop
records management system |
| explain
rules, policies or regulations |
| file
or retrieve paper documents and
related materials |
| maintain
records, reports, or files |
| oversee
execution of organizational or program
policies |
| plan
meetings or conferences |
| plan
or organize work |
| prepare
reports |
| prepare
reports for management |
| recommend
improvements to work methods or
procedures |
| recommend
solutions of administrative problems |
| schedule
meetings or appointments |
| schedule
or contract meeting facilities |
| select
software for clerical activities |
| use
computers to enter, access or retrieve
data |
| use
oral or written communication techniques |
| use
word processing or desktop publishing
software |
| write
business correspondence |
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