Executive Secretary

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.