Secretarial Position

Job Description:

JOB BRIEF: The Secretary is essential for managing general communications between the conference center front desk and various clients, ACES departments, programs and schools, serving as the primary point of contact for inquiries. They oversee the operations of the conference center, including scheduling meetings, coordinating event logistics, and ensuring the facility is well-maintained and prepared for use. In addition to handling a range of clerical duties, the Secretary is responsible for maintaining clear communication with team members and administrators and managing financial processes such as internal transfers and invoicing for both the conference center and other facilities. The Secretary is also required to ensure the confidentiality of sensitive information.

DUTIES AND RESPONSBILITIES:

• Greet Visitors: Answer phones, direct inquiries, and demonstrate positive communication in a courteous manner.

• Schedule Appointments: Arrange meetings, workshops, and events for clients, ACES staff, and custodians after-hours in a timely and supportive manner.

• Set Up Conference Rooms: Prepare spaces, catering, and test assets (e.g., laptops and projectors).

• Order Services: Arrange coffee service and catering as needed.

• Manage Supplies: Order and maintain supplies for the conference center, coffee service, catering, and other assets.

• Perform Administrative Duties: Handle ACES internal transfers and client invoicing.

• Maintain Assets: Oversee conference center equipment (e.g., CANON cameras, laptops, projectors, sound systems) and report issues to the Supervisor or vendor.

• Coordinate Parking: Manage overflow parking schedules with ACES Transportation.

• Maintain Emergency Materials: Keep emergency materials for drills and contacts up to date.

• Exhibit Professionalism: Demonstrate punctuality and professionalism in all interactions.

• Represent ACES: Uphold a respectful and responsive demeanor when representing ACES.

• Follow Dress Code: Wear attire appropriate for the setting and in accordance with the dress code.

• Maintain Confidentiality: Ensure confidentiality when handling sensitive information.

• Perform Additional Duties: Carry out other job-related tasks as assigned.