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Executive Secretaries and Executive Administrative Assistants

Whitefield Academy Preschool
Richmond, VA

Summary

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

Duties

  • Manage and maintain executives' schedules.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • File and retrieve corporate documents, records, and reports.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Prepare responses to correspondence containing routine inquiries.
  • Make travel arrangements for executives.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
  • Compile, transcribe, and distribute minutes of meetings.
  • Attend meetings to record minutes.
  • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
  • Set up and oversee administrative policies and procedures for offices or organizations.
  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Interpret administrative and operating policies and procedures for employees.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
  • Provide clerical support to other departments.
  • Process payroll information.
  • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

Requirements

  • Answer telephones to direct calls or provide information.
  • Order materials, supplies, or equipment.
  • Schedule operational activities.
  • Manage clerical or administrative activities.
  • Coordinate operational activities.
  • Execute sales or other financial transactions.
  • Schedule operational activities.
  • Train personnel.
  • Supervise clerical or administrative personnel.
  • Prepare research or technical reports.
  • Maintain medical records.
  • Prepare documentation for contracts, transactions, or regulatory compliance.
  • Read materials to determine needed actions.
  • Sort mail.
  • Distribute incoming mail.
  • File documents or records.
  • Greet customers, patrons, or visitors.
  • Prepare business correspondence.
  • Make travel, accommodations, or entertainment arrangements for others.
  • Compile data or documentation.
  • Prepare research or technical reports.
  • Compile data or documentation.
  • Transcribe spoken or written information.
  • Record information from meetings or other formal proceedings.
  • Record information from meetings or other formal proceedings.
  • Confer with coworkers to coordinate work activities.
  • Develop organizational policies or programs.
  • Manage clerical or administrative activities.
  • Explain regulations, policies, or procedures.

Nice To Haves

  • Adobe Systems Adobe Acrobat
  • Adobe Systems Adobe Illustrator
  • Adobe Systems Adobe InDesign
  • Adobe Systems Adobe Photoshop
  • Blackbaud The Raiser's Edge
  • Data entry software
  • Epicor Vantage
  • Exact Software Macola ES
  • FileMaker Pro
  • Geac MPC Production
  • Human resource management software HRMS
  • IBM Notes
  • Intuit QuickBooks
  • LexisNexis
  • Maynard PlanStaff Manager
  • Microsoft Access
  • Microsoft Dynamics GP
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft PowerPoint
  • Microsoft Project
  • Microsoft Publisher
  • Microsoft SharePoint
  • Microsoft Visio
  • MicroStrategy Report Services
  • Oracle E-Business Suite Financials
  • Oracle PeopleSoft
  • Oracle PeopleSoft Financials
  • Oracle Primavera Enterprise Project Portfolio Management
  • PRONTO Xi
  • Sage 50 Accounting
  • SAP
  • SYSPRO
  • 10-key calculators
  • Accounting software
  • Adobe Systems Adobe Contribute
  • Aestiva Purchase Order
  • Appointment scheduling software
  • Calendar and scheduling software
  • Corel WordPerfect
  • Customer relationship management CRM software
  • Data input scanners
  • Desktop computers
  • Desktop publishing software
  • Dictation equipment
  • Digital cameras
  • Electric typewriters
  • Fishbowl Warehouse
  • Graphics software
  • Handheld calculators
  • Handheld computers
  • Inetsoft
  • Internet browser software
  • KAPES
  • Laptop computers
  • Laser facsimile machines
  • Liquid crystal display LCD video projectors
  • Mac OS X
  • Micro Estimating FabPlan
  • Microsoft Office
  • Microsoft Office SharePoint Server MOSS
  • Microsoft Team Foundation Server
  • Microsoft Word
  • MTI Systems Costimator JS
  • Multi-line telephone systems
  • Office suite software
  • Pagers
  • PCC EHR
  • PCC Pediatric Partner
  • Personal computers
  • Personal digital assistants PDA
  • Photocopying equipment
  • Questek Humanis
  • Records management systems
  • RefWorks
  • RefWorks RefShare
  • Sage Peachtree Premium Accounting for Manufacturing
  • Scanners
  • Transcription software
  • Web browser software
  • Web conferencing software
  • Word processing software
  • Work Technology WorkTech Time
  • Workbrain Employee Scheduling
  • Workbrain Time and Attendance
  • Workflow International Deskflow Enterprise

Benefits

•Competitive salary and performance-based incentives.
•Flexible work schedule with remote coaching options.
•Professional development opportunities, including access to workshops and continued education in health and wellness.
•Health and wellness perks, including discounts to gyms, wellness programs, and other health-related services.
•Positive, collaborative work environment with a focus on team growth and personal well-being.

Work Remotely

This is a remote position
Posted 2026-01-07

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