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705 Broad St. Box 90496
Durham, NC 27705
Phone: (919) 684-5600
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Duke University Job Description

EXECUTIVE SECRETARY

Job Code: 0307
FLSA: N
Job Level: 09
Revised Date: 04/13/2000
Job Family: JF 06

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Occupational Summary

Perform administrative and secretarial duties and assist in details of University and executive business matters to conserve time of executive. Report directly to a Vice-President, Officer or individual with comparable organizational status.

Work Performed

Perform administrative and secretarial duties with wide latitude for exercising discretion and judgment. Prepare letters, a portion or all of which may be composed or compiled on the basis of personal knowledge of the subject matter. As instructed or in accordance with precedent, direct mail to other staff members for their action. Arrange for and schedule appointments for the executive, including interviewing callers and making proper referrals; prepare material and make arrangements for meetings as required.

Study reports received, check and compare with previous reports or other data, and bring to the attention of the executive significant items, changes, errors or omissions. Maintain for the executive up-to-date management manuals, directives, organizational charts and keep the executive informed of changes. Set up and maintain office files and keep correspondence and reports available for reference and efficient operation of the office.

Take and transcribe dictation, type and maintain office records. Answer telephone and reply to questions in accordance with general instructions or refer calls to appropriate staff member.

It is recognized that many similar duties are inherent in all secretarial classifications; however, the level of difficulty of the work performed is determined by its use in the organizational structure. An executive secretary would perform secretarial and administrative duties for a Vice-President or Officer with comparable organizational status.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

 

Required Qualifications at this Level

Education/Training:

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

 

Experience:

Work generally requires three years of secretarial/clerical experience to become competent in the administration of various functions related to office organization, accounting and communications practices.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE * An optional typing speed of 50 corrected words per minute may be required.

 

Skills:

N/A

 

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.