Executive Secretary #11925

Department: Educational Services

Job percentage: 100%

Nature of the work

In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in performing, in a relatively autonomous manner, secretarial duties of a complex nature for one or more persons.

Characteristic function

• Respond to information requests concerning the followup of files and meetings, policies, regulations or other subjects related to the duties performed and, if necessary, issue reminders; forward the pertinent documentation; handle the mail as well as find, gather and compile pertinent information; within the limits of their duties, prepare a draft response, forward it to the person concerned and ensure the follow-up; prepare a summary of complicated problems and issues before forwarding them to the person concerned.
• Greet visitors to their administrative unit, provide any information within their competence or refers them to the persons concerned; as instructed, keep the agenda of the person or persons for whom they work.
• Organize meetings, convene participants and prepares the necessary files; as instructed, draft a proposed agenda of the subjects received and, if necessary, attend meetings and prepare a draft of the minutes.
• Draft memorandums or bulletins from brief notes and works with others to set up a filing system; archives the documents in their sector according to the policy in effect.
• Use a computer and the various software required to perform their duties related to word processing, database entry, presentation software, spreadsheets and in-house programs; carries out research on the Internet and follows up on e-mail messages. May be required to help, on occasion, colleagues with the common software and programs used.
• May be required to train new executive secretaries and to coordinate the work of support staff.
• If need be, perform any other related duty.