What are The Basic Duties Of The Executive Secretary ?

I think the basic duty is making sure the boss' office runs like clockwork. So if you can manage that you're pretty much a value-add for him. This means that basically you update him on everything that's going on, you make maximum use of the little time you get with him, you run all his errands, chase up on all the people he's waiting to hear from, file his documentation properly, screen people who he can't or doesn't want to see, organise his meetings and travel for him, and basically run his office so he doesn't have concerns of things not being properly looked at without him.Hope I've answered your question for you!

There's no basic responsibilities for Executive Secretary, you must have the requirements to be able to get this position by the following:

1. Responsible for maintaining & managing the Executive Manager’s daily calendar and schedule.
2. Arrange meeting invites and appointments and ensure the Executive Manager is well-prepared for the meetings
3. Act as the Executive Manager’s first point of contact and liaise with people from both internal and external organizations
4. Responsible for drafting correspondence, official letters, agendas, reports, slide presentations and other documents.
5. Responsible for screening telephone calls, enquiries and requests
6. Responsible for the upkeep and maintenance of the Executive Manager’s office and ensure that all office equipment & facilities are in working condition.
7. Responsible for maintaining and ordering stationery for the department.
8. Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.

    

9. Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Director.
10. Plan, organize and arrange the Executive Manager’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company’s International and Local Business Travel Policy.
11. Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.
12. Excellent oral communication skills, including an ability to provide effective and appropriate advice and information to a variety of people and to use discretion with confidential information.
13. Excellent written communication skills including the ability to compile and prepare reports, presentations, submissions and other documents.
14. Excellent organizational and administrative skills, including an ability to meet deadlines and manage a varied workload in a busy environment.
15. Proficient in Microsoft Office suites i.e. MS Word, Excel & PowerPoint.

     

     

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