The position of executive secretary consists of providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Key Responsibilities:
· Answer and direct phone calls to appropriate parties or take messages.
· Attend meetings to record minutes.
· Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
· File and retrieve corporate documents, records and reports.
· Greet visitors and determine whether they should be given access to specific individuals.
· Make travel arrangements for GM.
· Open, sort and distribute incoming correspondence including faxes and email.
· Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
· Prepare invoices, reports, memos, letters, financial statements and other documents, using work processing, spreadsheet, database, or presentation software.
· Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
· Perform Ad-Hoc duties as assigned by management.
