A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
1. Type letters, emails, and other business documents as directed and dictated on Microsoft Outlook, Word, and Excel. 2. Assist with scanning, copying, printing, faxing, and document preparation. 3. Utilize Microsoft Word to create cover sheets for current underway projects. 4. Organize PHQ hard-copy filing system, staff desks, and communal office spaces with direction. 5. Create, assemble, and organize binders, folders, and pertinent documentation within the office. 6. Keep a record of in-office supplies and ensure that all levels are sufficient upon end of workday. 7. Add or remove meetings on a company-wide Microsoft Outlook Calendar. Print out said calendar in daily, monthly, and weekly formats. 8. Update the in-office white-board calendars accordingly. 9. Perform dictated data entry using Microsoft Word and Excel. 10. Assist with general administrative, secretarial, and clerical duties.
Experience:
1. Previous experience as a secretary, administrative assistant, or office assistant preferred. 2. Working knowledge of Microsoft Outlook (email and calendar). 3. Proficient in Microsoft Word. 4. Basic knowledge of Microsoft Excel or ability to learn/take direction. 5. Experience tracking and/or ordering office supplies online (Amazon Business experience is a plus). 6. Comfortable learning using/learning how to use office equipment including, but not limited to, copiers, scanners, and printers.
Requirements:
1. Excellent typing and computer skills. 2. Positive attitude and willingness to help wherever needed. 3. Strong organizational skills and attention to detail. 4. Friendly and professional telephone manners. 5. Reliable, punctual, and dependable. 6. Ability to follow directions then complete tasks independently. 7. Ability to prioritize routine office duties. 8. High school diploma or equivalent.
