City - Executive Secretary
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An executive secretary working for the city is responsible for handling the flow of information through the department and that all material is given to the correct individual to ensure completion. Most executive secretaries work directly for the department manager, city manager, mayor or other officials in the city government structure. Executive secretaries may be responsible for representing the official at meeting or events or even presenting prepared information on behalf of the official when they cannot be there themselves.
An executive secretary will often be privy to very confidential information and therefore must be able to work with sensitive information in a professional and confidential manner. He or she will be required to relay information accurate through phone conversations, messages, emails and other forms of communication. The executive secretary should possess excellent communication skills both verbally and in written form, should be very organized and logical, and should be able to multi-task and work on several big and small projects at one time.
The executive secretary is responsible for processing all correspondence from the department manager as well as opening and prioritizing all incoming information. She or he will also maintain records of all documentation, file materials, manage data entry and even set up databases and other relevant data information. Word processing skills, spreadsheet and database experience is also essential.
Common work activities include:
- Opening, sorting and categorizing all incoming information to the department and getting it to the appropriate people in a timely fashion.
- Processing all outgoing communication in the form of emails, letters, voice messages or other forms of communication.
- Scheduling appointments, meetings and personal appearances by the department manager.
- Duplicating, filing, recording and logging of data shared between departments.
- Answering phones, providing information and processing messages for the department manager.
- Attending meetings, commissions and other events on behalf of the department manager as required.
- Supervising any support staff and ensuring all office policies and procedures are being implemented.
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