2017 SCALEJob Descriptions

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Job Description Executive Assistant

Short Description:

Perform routine clerical and administrative functions for one or more key executives in an organization. Duties may include drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Duties/Responsibilities:

  • Use computers for various applications, such as database management or word processing.
  •       Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  •       Create, maintain, and enter information into databases.
  •       Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
  •       Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
  •       Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  •       Maintain scheduling and event calendars.
  •       Complete forms in accordance with company procedures.
  •       Schedule and confirm appointments for clients, customers, or supervisors.
  •       Make copies of correspondence or other printed material.

Skills/Requirements/Qualifications

  •       Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  •       Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
  •       Speaking — Talking to others to convey information effectively.
  •       Service Orientation — Actively looking for ways to help people.
  •       Writing — Communicating effectively in writing as appropriate for the needs of the audience.
  •       Coordination — Adjusting actions in relation to others' actions.
  •       Time Management — Managing one's own time and the time of others.
  •       Computers and Electronics — Knowledge of office software including MS Word, Excel and OutlookSocial Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
  •       Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  •       Active Learning — Understanding the implications of new information for both current and future problem solving and decision-making.improvements or take corrective action

Job Zones

  •       Title: Job Zone Three: Medium Preparation Needed
  •       Education: Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
  •       Related Experience: Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
  •       Job Training: Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
  •       Job Zone Examples: These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include food service managers, electricians, agricultural technicians, legal secretaries, interviewers, and insurance sales agents.
  •       Specific Vocational Preparation in years: (6.0 to < 7.0)

Job Category

Admin

Salary National Average

LowMediumHigh
$40070$48660$72490

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