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Executive Secretary

Job Code:122

Job Type:Full time

Job Description:

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Complete forms in accordance with company procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Mail newsletters, promotional material, and other information.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Take dictation in shorthand or by machine, and transcribe information.
• Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
• Conduct searches to find needed information, using such sources as the Internet.
• Coordinate conferences and meetings.
• Establish work procedures and schedules, and keep track of the daily work of clerical staff.
• Learn to operate new office technologies as they are developed and implemented.
• Manage projects, and contribute to committee and team work.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Prepare and mail checks.
• Provide services to customers, such as order placement and account information.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Job Requirements:

• Knowledge of the English language.
• Basic office skills.
• Good communication skills.
• A good personality.
• General knowledge.
• Decision-making skills