Executive Secretary

Job Responsibilities:

• The general manager’s secretary is typically charged with maintaining the general manager’s schedule, booking meetings and appointments
• Assist in planning appointments and meetings
• She is responsible for distributing meeting agendas, scheduling meetings and recording and transcribing meeting minutes.
• She is responsible to handle the general manager’s personal and business correspondence, including emails and memos.
• Make calls on behalf of managers to communicate information to customers, to schedule appointments or to follow up on inquiries.
• Make travel arrangements for General Manager
• Handle confidential documents ensuring they remain secure
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned
• Secretaries are often tasked with copying documents for mailings or for internal distribution.
• She is responsible to fax documents from the company to clients or customers, and receive incoming faxes to pass on to the appropriate person.
• Secretaries use email, Word and Excel to create spreadsheets or documents and pass them on to employees or customers.
• Proofreading documents before they are sent out of the office is another duty.

Skills Required:

• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality