Secretary / Executive Assistant

An office secretary provides administrative and clerical support, managing daily office tasks to ensure smooth operations. Key responsibilities include answering phones, managing calendars, scheduling meetings, handling correspondence, organizing files, and greeting visitors. They also assist with document preparation, data entry, and other tasks as needed to support office personnel.  Here's a more detailed breakdown of the typical duties: Core Responsibilities: Communication: Answering phones, taking messages, and handling correspondence (emails, letters, etc.).  Scheduling: Managing calendars, scheduling appointments and meetings, and coordinating travel arrangements.  Document Management: Organizing and maintaining both physical and electronic files, preparing documents, and managing databases.  Office Administration: Ordering office supplies, managing petty cash, and assisting with other administrative tasks as needed.  Client/Visitor Relations: Greeting visitors, answering their inquiries, and providing general assistance.  Additional Responsibilities (may vary by employer): Financial Tasks: Documenting financial information, processing invoices, and expense reports.  Supervisory Duties: Some senior secretaries may supervise junior staff or new employees.  Event Coordination: Organizing and servicing meetings, including preparing agendas and taking minutes.  Support for HR Functions: May assist with tasks like recruitment, onboarding new employees, and maintaining personnel records.  Essential Skills for a Secretary: Communication: Excellent written and verbal communication skills are crucial.  Organization: Strong organizational skills are needed to manage multiple tasks and priorities.  Time Management: The ability to manage time effectively and meet deadlines.  Technical Skills: Proficiency in using office software (word processing, spreadsheets, etc.) and other office equipment.  Problem-Solving: The ability to handle unexpected situations and solve problems independently.  Attention to Detail: Accuracy and attention to detail are important for tasks like data entry and document preparation.  Customer Service: Providing excellent service to clients and visitors.  Adaptability: The ability to adapt to changing priorities and work environments.