Executive Secretary

Description

YOU SHOULD HAVE WORKED AS SECRETARY TO THE GM FOR 2 TO 3 YEARS MINIMUM

Under general direction, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for the General Manager and Assistant General Manager; and performs related duties as assigned.

Essential Functions

• Provides secretarial and administrative support to the General Manager, Assistant General Manager and Assistant to the General Manager.
• Coordinates work with other executive and support staff to ensure a high performance, customer service-oriented work environment
• Types and/or drafts memoranda, correspondence, and other documents and reports often of a highly sensitive and confidential nature;
• Ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures.
• Schedules, prepares agenda and meeting materials and types minutes for various meetings.
• Maintains the General Manager’s, Assistant General Manager’s and Asst. to the General Managers calendars; coordinates, arranges and confirms meetings.
• Receives telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment.
• Responds to requests for information and complaints, refers matters to appropriate District staff and/or takes or recommends action to resolve the request or complaint.
• Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed.
• Acts as liaison in coordinating matters between the General Manager’s Office and other department heads and managers.
• Refers or recommends referral of matters to appropriate departments and staff for action and report.
• Researches and assembles information from a variety of sources for the preparation of reports and correspondence for the General Manager.
• Represents the General Manager’s office and the District on internal committees and task forces and with external groups and organizations.
• Performs other duties as assigned.
  
  

Minimum Qualifications

Knowledge of: -Office administrative and management practices and procedures.

• Principles and practices of sound business communication.
• Correct English usage, including spelling, grammar and punctuation.
• District organization, rules, policies and procedures, including travel/training and expense reporting.
• Rules and regulations for the conduct of public meetings.
• Standard word processing, spreadsheet, graphics and other software packages.
• The principles and practices of effective supervision.
• Ability to: -Operate a computer and word processing software and other standard office equipment.
  
  

Take dictation and type accurately at 55 words per minute.

• Manage multiple and rapidly changing priorities to meet the needs and expectations of elected and appointed officials and executives.
• Organize, set priorities and exercise sound, independent judgment within areas of responsibility.
• Interpret, apply, explain and reach sound decisions in accordance with laws,
  
  

Filipino Preferred

To Apply for this job, you need to send in your CV IN WORD FORMAT ONLY ALONG WITH YOUR PHOTOGRAPH WITH THESE DETAILS BELOW IN THE FIRST PAGE OR THE LAST PAGE OF THE CV

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