Secretary/RECEPTIONIST

Job description

A secretary, also known as an administrative assistant, is responsible for providing administrative and clerical support to ensure the smooth operation of an office or department. Here are the key duties and responsibilities of a secretary:

Answering and Redirecting Phone Calls: Handle incoming calls, take messages, and direct calls to the appropriate individuals.
Scheduling Meetings and Appointments: Manage calendars, arrange meetings, and coordinate schedules for staff and executives.
Handling Correspondence: Prepare and disseminate correspondence, memos, and forms. Manage emails and physical mail.
Greeting Visitors: Welcome clients and customers, direct them to the appropriate departments or individuals, and assist with their needs.
Maintaining Records: Organize and manage files, documents, and records, ensuring they are easily accessible and up-to-date.
Taking Minutes: Record and distribute minutes from meetings, ensuring all actions and decisions are documented.
Assisting with Administrative Tasks: Perform data entry, manage expenses, and order office supplies as needed.
Providing Personalized Support: Offer assistance to other employees in the office, helping them with various tasks and queries.
Secretaries need to have excellent communication skills, be highly organized, and be able to multitask efficiently. They should also be discreet and respectful of confidentiality, as they may handle sensitive information. Secretaries typically work in an office environment, often serving as the first point of contact for visitors and clients.

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