Administrative Secretary

Summary Job Goal: Under the direction of the Executive Assistant, the Administrative Secretary performs secretarial and clerical duties in support of AVCP Executive Board by scheduling and coordinating meetings, taking minutes, providing typing, filing, travel planning, and preparing reports and correspondence, and completing office project tasks.

Performance Responsibilities: include the following. Other duties may be assigned.

• Screens incoming calls and correspondence and responds independently when possible. Schedule and coordinate meetings, appointments, and travel arrangements; compiles documents for meetings, and accompanies supervisor when requested.
• Prepares agenda for Executive Committee days, communicate it in advance, arrange necessary staff participation.
• Compile Executive Board Meeting Packets.
• Directs preparation of records such as agenda, notices, minutes, and resolutions for Executive Board meetings, Committee Meetings, AVCP Annual Convention, etc.
• Acts as custodian of corporate documents and records. Creates and maintains files and have proficiency with the Administrative Filing System.
• Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other documents, including trip reports.
• Fill in for the Receptionist as needed.
• Assist with all travel arrangements, housing, etc.
• Participate in logistical planning meetings as needed.
• Maintain and order supplies, as needed, for Administration, Executive Board, Break Areas. Open, sort, and distribute incoming correspondence.
• General clerical duties including photocopying, fax, and mailing. Receive and direct visitors.
• Complete office project tasks. Maintain confidentiality.