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Secretary Job Description / Roles and Responsibility Sample

  • Compose type and distribute meeting notes routine correspondence and reports
  • Complete forms in accordance with company procedures
  • Arrange and Coordinate conferences meetings and travel reservations for office personnel
  • Greet visitors and callers handle their and direct them to the appropriate persons according to their needs
  • Make copies of correspondence and other printed material
  • Schedule and confirm appointments for clients customers or supervisors
  • Set up and maintain paper and electronic filing systems for records correspondence and other material
  • Collect and disburse funds from cash accounts and keep records of collections and disbursements
  • Conduct searches to find needed information using such sources as the Internet
  • Learn to operate new office technologies as they are developed and implemented
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations
  • Perform the tasks requested by direct manager and as per business need
  • Prepare and manage correspondence reports and documents
  • Responsible for brochure production and update follow up ministry documents
  • Liaising with clients and customers at all levels
  • Arranging viewings and other general office duties
  • Organize and coordinate meetings conferences appointments and travel arrangements
  • Taking orders from the sales manager and maintaining files and coordinating with staff
  • Update the business profile send cards to clients on holidays festivals or other special occasions
  • Handle customer queries when necessary
  • Set up and maintain filing systems
  • Liaison with internal and external contacts
  • Coordinate the flow of information both internally and externally
  • Prepare business expense report
  • Provide administrative secretarial support to the team members
  • Compiles budget data from records maintains records of budget transfers
  • Develop and maintain computerized spreadsheets and databases to enter information and generate reports may produce revise or refine formal presentation materials using presentation software
  • Provide word-processing and secretarial support
  • Type confidential documents on a word processing system
  • Assist in the planning and preparation of meetings conferences
  • Locates and attaches appropriate file to correspondence to be answered by employer
  • Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer or transcribes from voice recordings
  • Composes and types routine correspondence
  • Organizes and maintains file system and files correspondence and other records
  • Coordinates manager s schedule and makes appointments
  • Greets scheduled visitors and conducts to appropriate area or person
  • Arranges and coordinates travel schedules and reservations
  • Conducts research and compiles and types statistical reports
  • Coordinates and arranges meetings prepares agendas reserves and prepares facilities and records and transcribes minutes of meetings
  • Makes copies of correspondence or other printed materials
  • Orders and maintains supplies and arranges for equipment maintenance
  • Good knowledge with Windows MS Office and Internet
  • Edit and proof-read memos and written correspondence to ensure correct grammar and spelling
  • Arrange programs events or conferences by arranging for facilities issuing information or invitations coordinating speakers and controlling event budget
  • Transcribe dictation and compose and prepare confidential correspondence reports and other complex documents
  • Secretary Job Duties Produces information by transcribing formatting inputting editing retrieving copying and transmitting text data and graphics
  • Organizes work by reading and routing correspondence collecting information initiating telecommunications
  • Maintains department schedule by maintaining calendars for department personnel arranging meetings conferences teleconferences and travel
  • Maintains customer confidence and protects operations by keeping information confidential
  • Maintains office supplies inventory by checking stock to determine inventory level anticipating needed supplies placing and expediting orders for supplies verifying receipt of supplies
  • Keeps equipment operational by following manufacturer instructions and established procedures
  • Secures information by completing database backups
  • Maintains technical knowledge by attending educational workshops reading secretarial publications
  • Prepare minutes of meetings if needed and arrange for their approval and distribution as appropriate in order to provide effective support services
  • Excellent command of English language both written and verbal
  • Clean cut sharp looking with sizzling personality
  • Typing variation orders communications site inquiries weekly reports and minutes of meetings etc
  • Maintaining master files for all faxes internal mails and other correspondences
  • Preparing quotations tenders and other related documents as and when required
  • Maintaining all the office machines like fax copier scanner computer printer etc in good working condition arrange for repair or replacement from time to time
  • Must have knowledge in Computer MS WORD , POWERPOINT and EXCEL

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