ExecutiveAssistantFineArts

Job Overview Provide administrative secretarial support to a non-campus or central office administrator. Provide routine secretarial duties/tasks and ensure the smooth and efficient operation of the office. Incumbent is responsible for the clerical operation of a major subdivision, requiring frequent contact with the most senior officials of the school system as well as community and business leaders. Position Description Essential Duties and Responsibilities Operation Plan, initiate, and carry to completion department, program or administrative secretarial support activities; develop, monitor and modify office procedures; organize office projects and processes; manage day-to-day office operations Organize school-division-wide projects, overseeing the development and dissemination of program materials, special mailings, procedure guides, manuals and training materials Screen director's telephone calls and mail, personally responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to director with pertinent background material Relieve director of routine administrative tasks and ensure smooth and efficient day-to-day operation of the department Supervise subordinate clerical/secretarial staff; assign other staff or serves as back up for other clerks/secretaries assigned to office. Assign duties and review completed work for accuracy and completeness Prepare meeting sites; attend meetings, hearings and conferences to take official minutes Make travel arrangements Administrative Compile data for reports and gather and interpret information from appropriate sources; process personnel evaluation reports, process budget-related documents; may prepare information and presentation in packets including graphs and charts Organize and maintain filing systems according to standard filing procedures and reconcile various records such as inventories of supplies and equipment; track employee leave time and work hours; may process and m