Executive Secretary Female

Job Description

• Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
• Coordinates office management activities for the administrator, executive or commission.
• Researches, compiles, assimilate, and prepare confidential and sensitive documents, and brief the Management regarding content.
• Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the administrator or executive and staff.
• Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the Management accordingly. Makes referrals to appropriate staff or provides requested information.
• Composes letters and memoranda in response to inquiries.
• Acts as liaison between the Management, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
• Produces a variety of documents, charts, and graphs in final form.
• Updates Management on status of issues before scheduled meetings.
• Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.
• Plans and coordinates arrangements for professional conferences.
• Reviews, proofreads, and edits documents prepared for the Management signature.
• Takes and transcribes dictation on technical and confidential matters from the Management.
• Coordinates and facilitates the Management’s calendar to arrange appointments, meetings, and conferences.
• Recommends actions to be taken on office expenditures such as equipment and supply needs.
• Assists with preparation of the office budget.
• Assists with the establishments, revisions and maintenance of office procedures and policies.
• Compiles and maintains records, statistical information, and reports.
• Participates in and /or coordinates committees or task forces.
• Establishes and maintains various filing and records management systems.
• Makes travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operates standard office equipment.
• Performs related work as assigned.

Job Requirements

NOTE: Considerable knowledge is required at the experienced level, thorough knowledge is required at the advanced level, and extensive knowledge is required at the second advanced level.

• Expert in financial reports, accounts’ knowledge
• Knowledge of departmental policies, procedures, and organizational relationships.
• Knowledge of the organization and composition of letters, minutes, reports, charts and spreadsheets.
• Knowledge of office practices, processes, and computer software programs.
• Knowledge of the organization and maintenance of filing systems.
• Knowledge of scheduling and coordinating travel arrangements
• Ability to make decisions where precedents may not be established.
• Ability to use diplomacy and discretion, when giving out information and referring and directing callers and visitors.
• Ability to create presentations, charts, graphs, databases, and spreadsheets.

Experience:     2-3 years
Qualification:     MBA/B.Com