Executive Secretary

Job Description

The position of executive secretary consists of providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

• Answer and direct phone calls to appropriate parties or take messages.
• Attend meetings to record minutes.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• File and retrieve corporate documents, records and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Make travel arrangements for GM.
• Open, sort and distribute incoming correspondence including faxes and email.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using work processing, spreadsheet, database, or presentation software.
• Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution.
• Perform Ad-Hoc duties as assigned by management.