Answers executive's telephones, screens calls and takes messages or refers caller to appropriate staff member. Greets visitors in a courteous manner, establishes needs and refers to appropriate staff. Establishes procedures and processes for setting up, organizing, and maintaining various departmental files. Retrieves appropriate information upon request for internal and external use. Arranges and schedules appointments, meetings, and domestic and/or international travel for one or several executives; prioritizes requests for meetings. Arranges itinerary, prepares expense reports, and prepares executives for daily activities. Schedules and coordinates meetings and/or special events. Reserves facilities, arranges for equipment and materials. Arranges for speakers, refreshments or meals. Develops agendas. Arranges seating. May chair meetings on specific operational issues. Develops recommendations and action plans. Receives and reviews incoming correspondence. Independently responds to routine matters and composes and edits responses for executive's signature based on knowledge of policies and procedures and supervisor's views. May sign for executive. Reviews outgoing mail for consistency and conformance to policies and procedures. Types correspondence, reports and/or manuscripts. May take dictation and transcribe from a machine. Prepares charts and graphs for reports and presentations. May meet with typesetters and publishers to publish communications materials. Operates standard office equipment including telephones, copiers, fax machines, and computers.
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