What are the major duties that must be executed by an executive secretary?

thanks for invite we discuss that before through mrs. suhair

 

Thanks to longevity and increasing globalization, employees in future organisations may consist of representatives of five different generations and (most probably) many different nationalities. Furthermore, ever developing technology has a huge impact on how we work and communicate with each other. The Management Assistant report sheds light on how Assistants, human resource experts and other managers view the future and how they see the Management Assistant’s role evolve. Generally, respondents to the Management Assistant2020 online brainstorm thought that having people of different ages working together is an opportunity: the working communities will become more versatile and inspiring. Everybody can make a contribution, share their knowledge and also learn from each other. Regardless of age, readiness to collaborate and update one’s competencies is important as one faces new challenges. The factors that play the most important role in cooperation with colleagues are attitude and organization culture. However, as the ways of communicating and thinking can differ considerably, the Assistant’s role as an interpreter between people of different ages, as a creator of team spirit, and as a mentor may have a significant impact on the atmosphere. Future management assistants will need to be able to align views and sympathize with others, and also understand how people gather and assimilate information. In the future, working across time zones becomes common practice and virtual connections such as email, phones, web-casts and teleconferences are used in cooperating with others more and more. Working in a global context can be fascinating and open up totally new worlds for Assistants – also in terms of travelling. However, more challenges can also be identified: for example, adjusting the working hours can be difficult and one might feel that there is no time to relax at any hour. Globalization also affects local ways of working – it is no longer possible to think “this is the way we’ve always done it”. The Management Assistants2020 respondents believe that technology will provide new opportunities for automating routines, and release time for more demanding work and developing working methods. For instance, Assistants may specialize in managing corporate reputation and image in social media, both externally and/or internally. Based on the research, one can predict that future organizations operate less in the top-down and more in the down-top manner. Furthermore, as the future working environment becomes more hectic, managers and their Assistants work side by side as change agents. Different organization structures also provide new career opportunities for secretaries and Assistants in specialist, management and supervisory roles. It is believed that the number of Assistants in organizations decreases and Assistant teams become more common in the future in an attempt to increase efficiency by combining capabilities and competences and using them differently. Similarly, work of future Assistants is done more and more in teams and projects. An Assistant might move from one project team to another and the job changes constantly. On the other hand, Assistants may be the ones who represent some stability in the organization. In the future, management assistants need to be much more proactive and manage their own work instead of receiving clearly defined assignments. That means greater independence and bigger responsibility: self-management and life-long learning will be skills that are valued. Based on the results of the Management Assistant2020 research, the management assistant’s work will consist more and more of developing processes and procedures – in short, ways of working. This trend can mean redesigning and/or creating totally new internal services for future companies and working communities.

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What are the major duties that must be executed by an Executive Secretary?

- Provide administrative and clerical support to departments or individuals

- Schedule meetings and arrange conference rooms

- Alert manager about cancelations or new meetings.

- Manage travel and schedule.-Handle information requests

- Prepare correspondence and stuff mail into envelopes

- Arrange for outgoing mail and packages to be picked up

- Prepare statistical reports.-Manage spreadsheets

- Greet and receive visitor

- Prepare confidential and sensitive documents

- Coordinates office management activities

- Determine matters of top priority and handle accordingly.-Prepare agenda for meetings

- Takes and transcribes dictation

- Helps prepare office budget

- Plans events and volunteer activities

- Maintain office procedures

- Coordinate travel arrangements; prepares itineraries

- prepares, compiles and maintains travel vouchers and records

- Operate office equipment, such as Computers

-  photocopy machine and scanner etc

- Coordinate committees and task forces

- Relay directives, instructions and assignment to executives

- Receive and relay telephone messages

- Direct the general public to the appropriate staff member

- Maintain all electronic systems

- Sign for UPS/Fed Ex/Airborne packages

-  Any other

 

 

 

 

 

 

thanks for invitation ,,,, I'm sure colleagues explained enough  

Executive secretary is responsible for supporting high-level executives and management or entire department. Provides administrative support and perform numerous duties, including scheduling, writing correspondence, emailing. multi- tasking, routing calls, screening calls , handling visitors, answering questions and request but for me the most important duty of the executive secretary is to POSSESS BUBBLY PERSONALITY ALL THE TIME. Having great positive attitude every day affects the performance, and reflects on the people that surrounds you, being bubbly is contagious and no matter what the CEO had gone through the day whether it's a terrible lunch, stressful meetings it will always be nicer to have  a secretary that possess positive outlook.

Schedule meetings and arrange conference rooms

- Alert manager about cancelations or new meetings.

- Manage travel and schedule.-Handle information requests

- Prepare correspondence and stuff mail into envelopes

- Arrange for outgoing mail and packages to be picked up

- Prepare statistical reports.-Manage spreadsheets

- Greet and receive visitor

- Prepare confidential and sensitive documents

office work:

1-organizing daily meetings.- remained your manger with his meetings-make notes for these meetings.

2-follow up with on hold cases. 

3- update our manger with close cases .

4- reply to emails .

5-  answer the phone calls  .

6- arrange his trips and the booking of the hotel and board pass and his travel from the airport to the hotel and the same thing for his return.

7-organizing the team vacations.

8- daily need of your manger.

9- ERP work.

10 -All the requisites of your manger.

 

 

Provide office support services in order to ensure efficiency and effectiveness within the Band Office Main Activities

 Receive, direct and relay telephone messages and fax messages

 Direct the general public to the appropriate staff member

 Maintain the general filing system and file all correspondence

 Assist in the planning and preparation of meetings, conferences and conference telephone calls

 Make preparations for Band Council and committee meetings

 Maintain an adequate inventory of office supplies

 Respond to public inquiries  Provide word-processing and secretarial support

 Type confidential documents on a word processing system 

§  Records Processing – processes all incoming and outgoing records by analyzing content & classifying to the subject area classification guide for subsequent filing or disposal.

§  Filing System - Prepares cross-references when necessary and segregates confidential documents from unclassified ones. Encodes new folders in the Central Files database ensuring that borrowed files are properly registers on charge-out cards.

§  Files Maintenance – maintains all files in the central file station by updating file folders with incoming documents opening new file folder according to established standards of the records management system.

 

§  Administrative Support – provides training, orientation & custodians of the Division File stations, which are subordinate to the Department. Prepares monthly statistic of file station indicators reflecting quantity & variety of work done.

In addition to basic office functions, the executive secretary or administrative assistant is also responsible for writing or preparing reports, organizing and scheduling meetings, reviewing incoming messages to determine their significance, preparing agendas for board meetings, making travel arrangements, compiling meeting minutes, conducting research, preparing correspondence, and supervising and training junior level office staff.