Executive Secretary Job Responsibilities

Executive Secretary Job Responsibilities
Executive secretary position is a focal point to disseminate information to all sections, and represent the organization in front of outsiders.  Orient all visitors about the organization’s aims and objectives and assistant the manager to in daily office works.  Indeed in his post, we’ll describe specific tasks of the executive secretary.

The executive secretary is responsible to arrange all logistics support to the office manager as well as other staff to facilitate their field visits to the program area.  Arrange hotel accommodations and provide transport facilities during the field visit to office staff.

Be polite and manage multiple tasks with their importance and demand.  Be calm and polite during the workload time and get help from others to accomplish the job assigned in a good manner. Allocate office time and priorities all things which need to be done. Specify all tasks on an importance basis and act as professionals while doing job assignments.

Executive Secretary Job Responsibilities

Organize all events and tasks and delegate information to all concerned managers about the activities. Keep a track record of all Correspondance within or outside stakeholders. Regularly maintain and update contact numbers and office addresses of the concerned line department for future Correspondance.
Executive Secretary Job Responsibilities
Draft and type all official letters and memos on behalf of the manager and circulate it among the relevant official and keep dispatch records accordingly. Manage all appointments for line manager both internal and external delegation. Keep and update official guest records and inform all relevant departments well in time to take proper actions needed.

Coordinate with an official on behalf of the supervisor and inform all such meetings and key tasks and do follow up when required. Prepare a section-wise filing system to trace all records on a need basis.  Organize the tracing system on the computer to dig out information when needed.

Keep an updated record of all items i.e. office furniture, IT types of equipment and other items into the inventory register.  Update inventory stock registers regularly and shares it with the admin and finance department from time to time.  Arrange the auction process with support from the admin department quarterly basis as per organization policy and share all records with the finance section to settle financial matters accordingly.

He/she should have the ability to supervise to lower staff and delegate tasks as per requirement. Keep controlling skills to manage all human resources diligently to achieve the best results.

SPECIAL SKILLS
Good communication skills
Computer Operation Skills
Confidentiality maintain Skills
Telephone Operation Skills
Must have stress management skills
Must have team players skills
Be punctual with office standard timing

Minimum graduate from a reputed institution and must have at least 5 years of practical work experience in a similar position.

ADDITIONAL SKILLS

EFFECTIVE COMM SKILLS:
With effective communication, an executive secretary can make people; departments and organizations work more efficiently and assist the organizational activities productively. Communication is one of the best sources that an executive secretary can use to develop consensus among the team players.

Coordination is an important skill that is needed to implement administrative plans. An amicable liaison and coordination with in-house staff and outside organization is very important to achieve the Goals/objectives of the organization

The executive secretary plays a key role in a delegation of work, disseminate information, etc. Delegation is entrusting authority and responsibility to other sections in the organization to complete a clearly defined and agreed task under the supervision of the administration section while retaining the overall responsibility for the success of the work. 

Indeed, the executive secretary delegates tasks to the concerned subordinate with positive thinking to get the desired job done. Flexibility is the key factor to success in professional life.  Think deeply and approach differently to complete the assigned task to get a better result. 

Maintain all mailing lists and contact numbers of important and regular contacts. Update and inform all contact information to immediate supervisor on a need basis. Be familiar with all operations of the telephone exchange and collect all calls with good sound and polite communication skills to give good gesture. Redirect calls to the relevant officials and keep a record of all incoming and outgoing calls on a daily basis.
Executive Secretary Job Responsibilities Executive Secretary Job Responsibilities Reviewed by Administrative Info on March 17, 2019 Rating: 5

No comments:

Powered by Blogger.