Executive Secretary Job Description
Before applying for executive secretary job, one must know about the kind of job and the proficiency required for justifying the application. Executive secretary duties cover many important and instant activities. Apart from the clerical administration which is a part of this job, duties of an executive secretary also include multitasking, like taking important business calls simultaneously. An executive secretary job is centric around scheduling important meetings and conferences whenever required.Communicatingimportanttelephone and fax messagesMaintaining a general filing system and documenting all the correspondencePlanning and preparing meetings andorganizing overseas conference calls
Providing word processing and secretarial support
Responding on a timely basis to public inquirie
Apart from the executive secretary job description stated, the secretary must be well versed with domains like politics, legislation, legal procedures and office administration system. The needed skill set includes:
Excellent verbal and written communication (sound in workplace communication)
A sound knowledge of computer skills (includes working with computerized accounting, spreadsheets, word processing programs, etc.)
Time management and stress management
Flexibility in working environment
Complete awareness of sound workplace ethics
Honest and trustworthy
Duties of an Executive Secretary
Here are some of the important executive secretary duties, that are listed below:
Gathering information, sorting and categorizing it
Delegating the processed information to the appropriate departments in the organization in a timely fashion
Scheduling appointments, meetings and conferences for business procurement or for presentation to be delivered.
Booking calendars for the reporting manager and scheduling his appointments and meetings
Maintaining the data shared between the departments, by filing and recording the information accordingly (as hard copies and electronic filing system)
Answering phones, and providing necessary information to the individual departmental managers and processing information
Greeting clients and visitors and giving them an outline of the nature of business of the organization
Attending meetings and official events on behalf of the manager as and when required and preparing minutes of meeting for future reference
Ensuring the authenticity of office policies and procedures and supervising support staff
The work environment however, varies from organization to organization, as this job is diversified across administration, health domain and private firms. Nowadays, the secretary job duties have eased with the heightened efficiency of computers, emails, scanners and voice messaging systems. Much of the equipment that is used in secretarial jobs is automated. Yet, there are certain skill sets which cannot be replaced by technology. Such skills include the business communication skills and class which is needed for coaching the staff, working with the clients and scheduling and preparing for conferences and meetings. An executive secretary salary could range between USD 250,000 - USD 1,526,000, depending on the work domain and hence, is an attractive career choice. Executive secretary job has a major role to play in every organization and no matter how much ever the technical inventions like computers make the job easier, the skill set required for this job is irreplaceable. Executive secretary duties therefore, are an integral part of every organization.
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