JOB SUMMARY: Performs secretarial and administrative assistant assignments of a confidential
nature in support of an appointed officer or director/department head. Maintains regular
contact with internal and external senior management.
REPORTING RELATIONSHIPS: Reports to at least an Appointed Officer, Director or Department Head
level position. If the business unit uses a secretary pool, this description may be used if the
associate predominately supports an Appointed Officer, Director or Department Head, providing
the duties and responsibilities listed, while reporting to another leader. May support
multiple managers and departments. Usually have no direct reports.
1. Reviews, highlights, prioritize and processes mail. Forwards mail to appropriate staff
member and attaches relevant files or information. Brings to attention of manager any items
needing immediate attention. Prepares items for mailing, shipping and storage.
2. Follows-up on action items by telephone or memo. Drafts response for officer/director
review; frequently composes and sends correspondence of moderate complexity without management
3. Answers phones, takes messages and/or redirects calls. Greets visitors. Responds to
internal and external inquires regarding the business unit. Advise associates on company and
department policies. Opens, prioritizes and responds to management emails.
4.Schedules and maintains calendar of appointments, meetings and travel itineraries for
management and staff. This includes logistics and travel itineraries for management and other
staff, location selection, menus and food services, supplies, audio visual support, room
5. Compiles information from a variety of sources to prepare standard and ad hoc reports and
6. Initiates and processes check requests, expense advances and reports, and other
requisitions to pay bills, clear expenses, order supplies, support meetings, etc.
7. Sets priorities, coordinates schedules, recommend solutions to routine and less complex
situations that arise, and apply sound judgment in the day-to-day activities.
8. Gathers data and information, assembles materials and prepares detailed exhibits for
reports, presentations, special projects and other office related activities.
9. Coordinates and monitors activities of others to support office objectives.
10. Initiates calls, memos and requests for information.
11. May train and monitor workflow of other secretary and support staff. Provides back up
services and assistance as needed. Trains department associates on office procedures such as
email, supplies, phones, travel, etc.
12. Performs other duties as assigned.
Education: High school, vocational or technical business school studies in secretarial
science. Post high school studies preferred. Certified Professional Secretary (CPS)
Experience: Five years secretarial experience. Nationwide experience preferred.
Knowledge: Company policies and organization structure (field and/or staff operations).
Knowledge of industry concepts and terminology preferred.
Skills/Competencies: Decision-making skills to evaluate, recommend, and implement solutions to
work processing problems. Verbal and written communication skills to correspond and interact
with all levels of management and associates, external contacts and customers. Ability to
proofread own work and work of others for content and format accuracy. Intermediate
mathematical calculation skills. Ability to operate business equipment and personnel computer
with related business software such as MS Office Suite (Word, Excel, PowerPoint, Access) and
Lotus Notes. Ability to organize information and work with others to solve problems.
Values: Regularly and consistently demonstrates the Nationwide Values and Guiding Behaviors.
Staffing Exceptions: Exceptions to the above minimum job requirements must be approved by the
business unit Vice President and the HR Consultant/Manager. There are no exceptions to the
reporting relationship for this job.
Overtime Eligibility: Nonexempt (Eligible)
Working Conditions: Normal office environment. Non-standard hours and/or overtime required as
needed. Occasional travel off-site for meetings.
ADA: The above statements cover what are generally believed to be principal and essential
functions of this job. Specific circumstances may allow or require some people assigned to the
job to perform a somewhat different combination of duties.