Executive Secretary Duties

If you are looking for a career as an executive secretary, then you must be well aware of executive secretary duties.

Executive Secretary Job Description

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.

Communicating important telephone and fax messages;

Maintaining a general filing system and documenting all the correspondence;

Planning and preparing meetings and organizing overseas conference calls;

Providing word processing and secretarial support; Responding on a timely basis to public inquiries;

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 42 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. 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.

Fonte - adaptado: http://www.buzzle.com/articles/executive-secretary-duties.html Acessado em: 12 de fevereiro de 2014