Executive Secretary Duties and Responsibilities

1. Chair Support 70%
   1.  Organizes the office of the Chair, including sensitive and confidential files; establishes and maintains office and recordkeeping systems and procedures.
   2.  Prepares official academic and business correspondences ensuring acceptable pre-established formats are followed.
   3. Takes dictation and drafts responses for memos and correspondences of the Chair. Writes, edits and reviews various correspondences for mailings
   4.  Reviews and prioritizes all incoming correspondences; and meets with the Chair to determine actions required
   5.  Manages the schedule and appointments of the Chair; reschedules appointments to accommodate priorities
   6. Screens phone calls and visitors; determines what action or contact is required.
   7. Handles public relations on behalf of the Chair; with visiting dignitaries, company representatives, potential donors, parents and other VIPs. Assists visitors with resolving problems.
   8. Facilitates communications between the Chair, the Viterbi Dean’s Office and other University offices on behalf of the Chair
   9. Plans the events hosted by the chair, such as meeting of the advisory board, distinguished lecture series, receptions, parent days, etc.; and coordinates with other offices at USC requesting the participation of the Chair.
   10. Plans travels of the Chair as needed
   11. Handles day-to-day administrative tasks as assigned by the Chair
   12. Supervises the planning and organization of seminars, conferences and workshops hosted by the Department
   13. Works with the Business Manager in establishing priorities and ensuring that deadlines are met
   14. Works with Business Manager for planning, processing and reporting expenses incurred by events, e.g., seminars, meetings, and luncheons.
   15. Monitors news and announcements in the CEE website and advise the Chair on potential problems.
2. Department Support 30%
   1.  Supervises workers to ensure that the CEE website contains updated, well organized and relevant information.
   2.  Supervises the administrative assistant in the creation and production of the annual department newsletter and annual report of activities
   3. Supervises dedicated work study students assigned for copying, running errands, etc…