Job Title
Executive Secretary
Department
Office of the Provost
Campus
Queens
Job Description
The executive secretary provides administrative office support to
the Provost, Vice Provost, and Assistant to the Provost.
Responsibilities
- Provide support for the most sensitive of projects, reports,
and record-keeping helping to ensure the professionalism and
integrity of the University.
- Set up, maintain, and utilize confidential filing system and
records to assure availability and easy authorized access to all
information.
- Schedule appointments, notify individuals of meetings and
messages, and handle food requirements for breakfast or luncheon
meetings.
- Handle travel arrangements and process T&E expense
reimbursements and ensure accurate reconciliation.
- Maintain appointment schedules ensure and smooth and efficient
work environment.
- Delegate and prioritize tasks to graduate assistants under the
direction of the Vice Provost. Provide guidance, supervision,
and feedback.
- Type various documents and reports giving considerable
attention to accuracy, detail, style, spelling, grammar, and timely
completion.
- Answer phones, direct callers to appropriate resource.
- Compile information to prepare reports or projects.
- Process purchase and supply and check requisitions as
needed.
- Resolve matters by contacting resources, both internal and
external to the University.
- Open and process correspondence both internal and external to
the Office of the Provost. Compose correspondence from
general instructions.
- Schedule and coordinate facilities and equipment for meetings
and conferences.
- Take dictation and transcribe notes as needed.
- Complete special projects as assigned.
Qualifications
- High School diploma required, Associate degree preferred.
- Five to seven years experience required.
- Must be proficient in the use of Microsoft Word, Excel, and
PowerPoint software, the use of Banner, and the use of Internet and
Email.
- Must be proficient in the use of email and calendaring on
Microsoft Outlook and online file management.
- Must possess excellent time management and organizational
skills, initiative, and resourcefulness.
- Must exhibit flexibility and be able to perform successfully
when challenged by changing workflow priorities.
- Must have excellent customer service skills.
- Must be able to gain and maintain confidence and cooperation of
faculty, administration, and students.
- Must have excellent listening skills.
- Must have effective oral and written communication skills.
Salary
Salary commensurate with your qualifications, experience, and
contingent upon the departmental budget.
Submitting for this Position
Please send a cover letter and a resume to work@stjohns.edu and Reference
Job 1076 in the subject line.