The executive Secretary It is a job or profession that serves to provide maximum support to high-ranking employees in a company or organization. It will be the one who will organize and maintain the schedule of the executives and help them perform a wide variety of administrative tasks.
The goal is to contribute to the overall efficiency of the business by ensuring that all administrative tasks assigned to you will be performed in a timely and efficient manner. A secretary is the person who provides administrative support. They can perform tasks such as writing and filing, answering the phone, and transmitting messages.
On the other hand, the executive secretary, or administrative assistant, also does some of those activities, along with coordinating the office, researching products, interacting with suppliers, ordering products, and creating a database..
Executive secretaries typically receive higher salaries than secretaries because they perform high-level functions and accelerate office productivity..
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- Bachelor of Business Administration or Related Fields.
- Proven experience as an executive secretary or similar administrative role.
- Must be competent in handling Microsoft-Office in a comprehensive way, and in back-office software, for example, ERP systems.
- In-depth knowledge of office administration and basic accounting procedures, as well as the relevant technical vocabulary used in the industry.
- Familiarity with basic investigation methods and reporting techniques.
- Excellent organization and time management skills.
- Outstanding communication and negotiation skills.
- Integrity and confidentiality.
Executive secretaries must be fast professionals with great time management skills and multitasking ability. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying about other tasks..
Many managers rely heavily on their executive secretary to coordinate day-to-day tasks and keep them on schedule. A lot of tact and assertiveness are required as guardians of the manager's time.
Executive secretaries must be proficient in basic skills such as writing, grammar, spelling, and punctuation, and have experience using office equipment and common software applications such as word processing, spreadsheets, and graphics..
They must also have excellent time management skills and the ability to effectively handle various responsibilities..
On the other hand, an executive secretary also needs other qualities, such as good judgment, diplomacy, discretion and the ability to solve problems independently..
They need strong communication skills to interact with the public, write reports and review publications.
You must know how to pay full attention to what other people are saying, taking the time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Full understanding of written sentences and paragraphs in work-related documents.
Know how to efficiently manage both your own time, as well as the time of others.
Speak clearly with other people in order to convey information effectively.
Have effective communication in writing, as appropriate to the needs of the audience.
Use of logic and reasoning to be able to identify the strengths and weaknesses of solutions, conclusions or alternative approaches to problems that arise.
Understand the implications of new information for current and future problem solving and decision making.
Adjustment of actions relative to the actions of others.
Review and evaluation of the performance of itself, other people or organizations, in order to make improvements or take corrective measures.
An executive secretary may be responsible for petty cash and accounting, but could also manage a budget. You can publish articles on a website, although you could also design and manage the website.
You can enter data into a spreadsheet that you have designed and used for your reporting functions..
An executive secretary can supervise the administrative staff. Often reports directly to the CEO, and may endorse one or more senior executives.
- Keeping executives' agenda and assisting in planning appointments, board meetings, conferences, etc..
- Attend meetings to write meeting minutes and minutes, then compile, transcribe, and distribute them.
- Make all the travel arrangements for the executives: ticket purchase, hotel reservation, delivery of per diem, management and review of pertinent documentation, etc..
- Carry out mandated investigations, collect data, and prepare documents or reports for consideration and presentation by executives, committees, and boards of directors, as assigned.
- Handle confidential documents, making sure they remain safe and secure.
- Receive and filter phone calls, redirecting them to the appropriate person when convenient.
- Manage, prioritize and distribute all incoming or outgoing correspondence (email, letters, faxes, packages, etc.), reading and analyzing incoming memos, presentations and reports to determine their importance and plan their distribution.
- Prepare responses to correspondence containing routine inquiries.
- Monitor office supply usage and negotiate terms with vendors to ensure ordering is more profitable.
- Meet with individuals, special interest groups, and others, on behalf of executives, committees, and boards of directors.
- Welcome visitors and determine if they should be given access to specific people.
- Keep paper and electronic records on file, ensuring information is organized and easily accessible for quick retrieval.
- Prepare invoices, reports, letters, financial statements and other documents, using word processing software, spreadsheets, databases and / or presentations, also providing the corresponding assistance in accounting.
- Perform general office tasks, such as maintaining administration systems and doing basic accounting work.
- Coordinate and direct office services, such as records and budgeting, to assist executives.
- Establish and supervise administrative policies and procedures, both for the employees of the offices, as well as the organization.
- Review operating practices and procedures to determine if improvements can be made in areas such as workflow, reporting procedures, or expenses.
- Supervise and train other administrative staff.
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