Responsibilities

Relieve management of administrative detail, all projects
Coordinate work flow
Update and chase delegated tasks to ensure progress to deadlines
Take initiative in manager's absence
Keep projects on schedule
Maintain procedures manual to ensure consistent performance of routines
Communication
Compose correspondence/reports for own or manager's signature
Arrange essential mail in priority action order for boss
Check deadlines on incoming requests and put preliminary work in play
Process replies on own initiative or from bosses' dictation or notes
Research, draft or abstract reports
Phone
Handle all inquiries within my capacity
Arrange "callbacks" to protect boss's time
Provide back-up materials for callbacks
Route calls elsewhere as needed
Do phone surveys/inquiries as needed
Appointments/Meetings
Maintain calendar; ascertain which events require boss's presence
Fix commitments to maximize boss's time efficiency; Allow decision/desk time
When boss chairs meetings:
-Prepare agenda in advance
-Arrange meeting facilities
-Act as recording secretary; prepare action minutes
Confidentiality
Perform to earn boss's full confidence
Assure discreet handling of all business
Visitors
Screen to control interruptions
Provide back-up data as needed
Arrange amenities as needed
As arranged, "rescue" boss from laggards
Schedule visits away from boss's area to protect priority/private tasks
Travel
Arrange travel through internal or outside agents
Arrange travel cash in advance
Prepare itinerary, trip file and supplies
Prepare expense report tools for boss
Complete expense reports after trip
Data Management
Improve/tighten storage/retrieval systems
Update and manage index
Routines
Update secretarial/clerical desk manual
Set up "tickler" system
Set up "exception reporting" system to handle routines without supervision
Routinely re-order department supplies
Update mail/phone directories
Make these available to trainees
Projects
Handle administrative detail, all projects
Seek greater role in projects within administrative and other areas of competence
Seek training on projects outside known range