Executive Secretary

AAMU Alumni Association, Inc.; Alabama; Hybrid; USD 32,000 - 40,000; Full time

Job summary

AAMU Alumni Association, Inc. seeks an administrative assistant to provide direct support to the unit head or chairperson of an academic unit with 14+ staff. The role includes dictation, drafting correspondence, meeting recording, and managing confidential files.

Responsibilities cover receptionist duties, meeting organization, and office management to ensure smooth operations and accurate reporting within the department.

Qualifications

• Requires an associate’s degree or higher.
• At least three years of administrative or clerical experience.
• Strong knowledge of office procedures and records management.

Responsibilities

• Reports to the unit head or department chairperson.
• Supervises student assistants as assigned.
• Organizes procedures for executing administrative tasks.
• Compiles information from files and sources for reports.
• Attaches pertinent material to supervisor documents as needed.
• Drafts or transmits letters and reports for supervisor review.
• Serves as recording secretary at meetings.
• Takes dictation or transcribes notes for finished documents.
• Types minutes and correspondence and proofs for accuracy.
• Maintains accurate, confidential filing systems.

Skills

Office management

Business English

Spelling & arithmetic

Dictation skills

Report drafting

Reception duties

Records management

Word processing

Education

Associate’s degree or higher

Tools

Word processor

Office equipment

Dictation equipment

Job description

Summary: Under direct supervision provides administrative and secretarial assistance to an administrative unit heador higher or to the chairperson of an academic unit with 14 or more professional employees.

Essential Duties and Responsibilities:

• Reports to the unit head or department chairperson and may supervise all other student assistants assigned to the unit or department office.
• Organizes and implements procedures for executing various administrative assignments.
• Compiles factual information from files, records, publications and other sources, and tabulates this information in accordance with standardized report forms.
• Determines when pertinent material from the files should be attached to certain documents with which the supervisor must deal.
• Composes drafts or reports and letters for the supervisor's review, and transmits replies to routine correspondence on the supervisor’s behalf.
• Assists in arranging meetings of the unit’s staff and faculty, and serves as recording secretary at such meetings.
• Takes dictation or transcribes from electronic dictating equipment in preparing finished correspondence, reports or materials as assigned.
• Types minutes, correspondence and other documents relating to the operation of the unit or department, and proofreads these materials to ensure their accuracy.
• Establishes and maintains accurate and current files of letters, reports, records, and other documentary materials, and ensures that information in these files is keep confidential.
• Answers the telephone, places calls, makes appointments and reservations, receives visitors, and functions as an office receptionist.
• Performs general office management duties and recommends methods for improving office procedures.
• Performs other duties as assigned by the immediate supervisor.

Minimum Position Requirements (including certifications, licenses, etc.)

• An associate’s degree or a degree higher than an associate’s degree
• At least (3) three years of administrative or clerical experience

Knowledge, Skills, and Abilities

• Considerable knowledge of office management practices and procedures.
• Considerable knowledge of business English, spelling and commercial mathematics.
• Working knowledge of care and operation of standard office machines and equipment.
• Ability to exercise judgment and discretion in interpreting and applying operational policies and procedures.
• Ability to compose and prepare accurate reports, records and correspondence.
• Ability to prepare and maintain complex clerical files including statistical reports and materials.
• Ability to take dictation and to operate a word processor at a corrected rate of sixty words per minute.