POSITION SCOPE:
The Confidential Secretary provides confidential, polished, professional and efficient support to the assigned office.
POSITION OVERVIEW:
The candidate is responsible for the efficient operation of the office to which he/she is assigned and performs a variety of administrative and support duties including maintaining the department’s databases and files, organizing and scheduling meetings, drafting written communication, and acting as a liaison on behalf of the office.
Maintain health. safety and environmental standards by:
Ensuring compliance with all safety policies and procedures,
Ensuring compliance with all environmental and health standards, and
Completing all the required HSE training.
Administration by
Effectively recording and reporting information and maintaining the department’s database system and files.
Drafting and editing correspondence and other documentation on a routine basis.
Completing monthly and year-end reports.
Exercising initiative and judgment to help resolve frequent and complex administrative situations.
Screening and prioritizing calls and mail..
Conducting research as required.
Screening and resolving issues of a routine nature on behalf of the executive, and apprising him/her appropriately, and
Making appropriate recommendations on issues.
General Support of Operations by:
Acting as primary contact for the department.
Scheduling, coordinating and attending meetings; preparing agendas, taking minutes, and following up as required.
Assisting with projects and planned events.
Preparing purchase requisitions.
Entering daily/weekly/monthly time for the department’s employees in the payroll database.
Providing basic administrative assistance to the department’s supervisors and managers.
Assisting with tracking departmental spending, commitments and forecasts
Preparing statistical and general reports when requested
Responding to requests and inquiries from customers, and
Completing all annual required training.
The Confidential Secretary (Shared Services) will have an Undergraduate degree in business, management, or related field, with a preferred professional certification. They will be an experienced professionals with a minimum of five (5) years in an executive office. They will be highly confidential in nature, well organized, accurate, and attentive to detail, be competent in computer applications including Publisher, Microsoft Word, Excel, Outlook, Desktop Publishing, Microsoft Access and Power Point. They will have effective communication, verbal and written, proficiency in EAM. They must be able to work independently and have a good understanding of GBPC operations and knowledge of time management strategies. They will have the willingness to assist and support others, with promptness and courtesy, and be a team player who works harmoniously and effectively with others.
