Executive Secretary Jobs

Interior Decorator seeking part time personal assistant. Non smoking, college educated, Microsoft office skills a must. Flexible hours, $15 per hour.

Busy Center in the Division of Child & Adolescent Psychiatry at Columbia University seeks a bright, energetic and organized Administrative Assistant. The Administrative Assistant will be responsible for providing secretarial support to the Executive Director and other members of the Center’s management team, which is located in Midtown Manhattan.

RESPONSIBILITIES

• Provide secretarial support to Executive Director and other members of the management team
• Calendar maintenance for Executive Director
• Book travel for Executive Director and other members of the management team
• Prepare expense reports for Executive Director and other members of the management team
• Enter invoices and expense reports into Columbia’s Accounts Payable system
• Meeting coordination and preparation of conference room
• Prepare routine correspondence and memoranda
• Take minutes at meetings
• Coordinate office mailings
• Photocopying, faxing and mail distribution

Position: Assistant to the COO
Department: Operations Misc.
Position Summary: The Colburn School
Title: Administrative Assistant to COO
FSLA Status: Non Exempt

Overview
Under general supervision of the Chief Operations Officer, performs office administrative support work within group of functional areas in the executive suite, including the provision of varied and complex office administrative support to executive staff or the direct coordination of specific administrative support projects and operations; develops and implements improved office procedures; overseeing projects and providing expert professional assistance to management staff; and performs related work as required.

Essential Duties and Responsibilities: Essential Duties: (Not all inclusive)

• Oversees and ensures that the office administrative functions of the executive suite are effectively carried out.
• Performs difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the department or unit to which assigned.
• Attends to a variety of administrative details such as keeping informed of departmental activities, transmitting information, developing, implementing and interpreting policies and procedures and monitoring day to day operations of the functional area to which assigned.
• Performs a variety of administrative support duties such as negotiating pricing agreements with vendors for equipment, supplies, printing services and office equipment maintenance under established guidelines; processes bills and invoices for payment; Provides technical assistance to other staff on operational issues such as office policies, purchasing, record keeping, training, risk management and contract administration.
• Performs project research and report preparation related to the activities of the executive suite; may prepare and update a variety of periodic and special narrative, accounting, database and statistical reports.
• Receives and screens visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances.
• Prepares correspondence, reports, forms, vouchers, work orders, and specialized documents related to the executive offices from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.
• Performs other duties of a similar nature or level.

Education, Skills and Experience:

Equivalent to completion of two years of college-level coursework in business or a field related to the work and five years or more of office administrative, supervisory or lead experience in the area of assignment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.

Language skills: Strong verbal skills required in English; a second language is a plus such as Spanish, Japanese or Korean.

Knowledge of:

• Standard office administrative practices and procedures, including the use of standard office equipment;
• Computer applications related to the work;
• Basic budgeting theories and principles;
• Records management principles and practices; and
• Techniques for dealing effectively with the public and other staff members in person and over the telephone.

• Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment;
• Interpreting and implementing policies, procedures and computer applications related to the department or executive suite;
• Analyzing and resolving office administrative and procedural problems;
• Performing basic research and preparing reports and recommendations;
• Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction; using initiative and independent judgment within established policy and procedural guidelines;
• Providing complex office administrative support in the areas of procurement, budgeting, report preparation and staff communication; and
• Communicating effectively with co-workers, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.

Computer Skills: Computer skills:
Medium Level roo advanced computer skills in MS Word and Excel; ability to be trained in more advanced data entry databases.

Special Instructions to Applicants: Please complete online application completely to be seriously considered, Apply to: www.colburn.simplehire.com/