Secretary job description

I/ Job information of secretary

1. Job tile:
2. Job Code:
3. Department:
4. Report to:
5. Job purpose:

II/ Key job tasks of secretary

1. Handle secretarial work: answer telephones and transfer or take messages; manage the in/out faxing, emails and letters, maintains office records, filing and reference, etc.

2. Provide translation and interpretation services.

3. Assist the Director in maintaining liaisons with project partners, preparing reports, proposals.
4. Arrange meeting and may takes minutes if necessary or per requested.

5. Provide logistical support for project events and field trips.

6. Performs other related duties as assigned.

7. Manage and maintain General Director’s schedule.

8. Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.

9. Read and analyze incoming memos, submissions, and reports in order to determine their significance and distribute accordingly.

10. Sort, and distribute incoming correspondence, including faxes and emails within team.

11. Prepare agendas and make arrangements for the team.

12. To integrally coordinate daily receptionist.

13. To manage incoming and out going documents.

14. In charge on office expense, hotel reservation, ticket booking, making the new, extension of visa, passport, resident permit, work permit for Board of Directors and employee as request.

15. Temporary assigned tasks by Board of Director.

16. To coordinate and manage cars for business use.

17. Prepare and manage correspondence, reports and documents.

18. Take, type and distribute minutes of meetings.

19. Maintain schedules and calendars.

20. Arrange and confirm appointments.

21. Handle incoming mail and other material.

22. Set up and maintain filing systems.

23. Take the minutes of meetings.

24. Other assigned tasks.

III / Job specification of secretary

1. Relevant training or qualification.

2. Knowledge and experience of relevant software applications – spreadsheets, word processing, and database management.

3. Knowledge of administrative and clerical procedures.

4. Knowledge of business principles.

5. Proficient in spelling, punctuation, grammar and other English language skills.

6. Proven experience of producing correspondence and documents.

7. Proven experience in information and communication management.

8. Required typing speed.

9. Verbal and written communication skills.

10. Attention to detail.

11. Confidentiality.

12. Planning and organizing.

13. Time management.

14. Interpersonal skills.

15. Customer-service orientation.

16. Initiative.

17. Reliability.

18. Stress tolerance.

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This entry was posted on Saturday, February 14th, 2009 at 9:28 am and is filed under Administrative job description. You can leave a response, or trackback from your own site.

HR management