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Executive Administrative Assistant job

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Job Summary

Main responsibilities-Executive Administrative Assistant job description

Knowledge, Skills and Responsibilities-Executive Administrative Assistant job description

Free job description Executive Administrative Assistant job description

Under general direction, serves as primary assistant to the Superintendent, Deputy Superintendent and Board, and performs a wide variety of complex, sensitive and confidential administrative support functions; serves as recording secretary to the Board and prepares agendas and minutes for meetings of the Board; and performs related duties as assigned.

 

 

1. Plans, organizes, supervises and evaluates the work of assigned staff; develops, implements and monitors work plans to achieve Office goals and objectives; participates in developing, implementing and evaluating work programs, plans, processes, systems and procedures to achieve goals, objectives and performance measures consistent with quality and service expectations.

 

2. Plans and evaluates the performance of assigned staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development goals; subject to management concurrence, takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with human resources policies and labor contract provisions.

 

3. Provides day-to-day leadership and works with staff to ensure a high performance, customer service-oriented work environment which supports achieving objectives and service expectations; provides leadership and participates in programs and activities that promote a positive employee relations environment.

 

4. Provides confidential and complex secretarial and administrative support; types and/or drafts memoranda, correspondence, documents and reports often of a highly sensitive and confidential nature; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with standards, policies and procedures; notifies Board members of meetings and other pertinent information; screens, determines priority and routes incoming correspondence; provides and initiates e-mail correspondence for the Board members; greets, receives, and/or screens visitors and telephone calls to the Office; creates, organizes and maintains specialized, confidential and other office files or filing systems; oversees maintenance of records in compliance with  policies and procedures and State requirements.

Knowledge of:

 

1. Advanced office administrative and management practices and procedures.

2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

3. Organization, rules, policies, administrative regulations, procedures

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5. Basic principles and practices of administration, including purchasing and maintenance of public records.

6. Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data.

7. Research techniques, methods and procedures.

8. Principles and practices of effective supervision.

9. HR policies and labor contract provisions

 

Ability to:

1. Plan, organize and carry out daily activities and administrative functions of the Office in a sensitive and highly visible political and organizational environment requiring management of multiple and changing priorities.

2. Organize, set priorities and exercise sound independent judgment within areas of responsibility.

 

 

3. Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.

4. Plan and make event arrangements, including facilities locations, food/refreshments, audio visual equipment set up and materials for distribution, with high attention to detail.

5. Type accurately at 50 WPM.

 

6. Operate a computer and word processing software and other standard office equipment.

7. Manage multiple and rapidly changing priorities calmly and efficiently.

8. Organize, research and maintain complex and confidential office files.

9. Compose correspondence, prepare presentations, talking points and other documents and make arrangements from brief instructions.

10. Communicate clearly and effectively, both orally and in writing.

11. Prepare clear, accurate and concise records and reports.

12. Maintain highly sensitive and confidential information.

13. Deal with sensitive and difficult situations.

14. Establish and maintain highly effective working relationships with administrators, superintendents and officials staff, faculty, business and community leaders, other elected officials, parents, the public and others encountered in the course of work.

15. Must demonstrate attendance sufficient to complete the duties of the position as required.

 

Education, Training and Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent; an Associate's degree in business management, communications or a related field; and at least seven years of increasingly responsible office administrative or secretarial experience, at least two of which were in a lead capacity; or an equivalent combination of training and.

 

DISTINGUISHING CHARACTERISTICS

Responsible for planning, coordinating, overseeing and carrying out administrative functions and activities for the Office to ensure a smoothly operating office in a highly sensitive and changing environment involving board members, top administrators and elected and appointed officials. Incumbents perform complex, diverse and confidential duties in support business and community organizations, interest groups, parents, other governmental officials, administrators, employee organizations and the public.

 

This support involves dealing with sensitive, confidential and complex issues of the organisation and wide impact and regular interaction with board members, top executives and other elected officials and requires a thorough knowledge of policies and practices.

5. Plans, organizes and supervises the preparation of and requests items for, prepares, reviews, proofreads, edits, posts and assembles board agenda and packets for distribution and presentation to the Board; attends regular and special meetings and serves as recording secretary; takes, transcribes, distributes and archives official copies of meeting minutes for historical and reference purposes; follows-up on action items

 

 

6. Serves as primary assistant to the Superintendent and acts as liaison in coordinating matters between Superintendent’s office, Board and others; interacts with Board members, OCDE administrators, managers, principals, staff, parents, State Department of Education officials, superintendents and officials of other County school districts, the media and other external stakeholders on a wide variety of inquiries, complaints and issues, many of which may be of a complex, sensitive, confidential or urgent nature requiring the use of sound independent judgment and discretion; researches, analyzes, interprets and provides information on OCDE policies and procedures within areas of responsibility; refers issues to appropriate staff or takes or recommends action to resolve the issue; follows up to ensure that needed action is taken.

 

7. Sets up and maintains calendar; coordinates, arranges and confirms meetings; calendars meetings of the Board president and vice-president with the Deputy Superintendent on hearings; prepares agendas, materials and talking points; screens requests for appointments; makes and confirms travel arrangements; submits conference registration; arranges hotel and flight reservations; develops and completes itineraries, travel forms and other related documentation; serves as communications liaison

 

 

8. Plans and makes all event arrangements, including securing locations, for company-wide staff meetings,  and creates agendas for monthly cabinet meetings; attends meetings and takes minutes for approval and distribution.