The job of a Corporate Secretary is to handle administrative tasks for the organization. A corporate secretary reports directly to a company president, CEO, or other corporate executive. Most corporate secretaries perform basic clerical duties like typing invoices, answering phone calls, handling outgoing and incoming mail. They are accountable for taking minutes or notes at important meetings. He should be comfortable working with superior executives.
Duties and Responsibilities
- Contacting board members, arranging board meetings, attending meetings as well as taking minutes.
- Greeting visitors to the organization, screening and transferring incoming calls as required.
- Preparing budgets for the expenditure of board meeting, such as lodging, transportation, and food for the members.
- Processing invoices, preparing order supplies, executive expense reports, sending faxes and sorting incoming mails.
- Preparing memos, letters, and other important correspondence for executives.
- Establishing and maintaining secretarial practices in order to ensure reliable and accurate data, essential for business operations.
- Making travel arrangements for senior executives and scheduling meetings for them.
- Scanning, making copies of important documents and filing them.
- Maintaining databases, operating office equipment and managing office space.
- Conducting research and disseminating information through telephone, websites, mail services, and e-mail.
- Executing and maintaining office systems, maintaining calendars and schedules.
- Providing orientation and training for new staff, conducting research on internet, operating, and troubleshooting new office technologies.
- Negotiating with vendors, maintaining and examining leased equipment, purchasing supplies.
- Communicating verbally as well as in writing to respond to inquiries and providing information.
Skills and Specifications
- Knowledge of clerical and administrative procedures.
- Proficiency in spelling, grammar, punctuation, and further English language skills.
- Good at typewriting.
- Must be tactful in dealing with people.
- Discretion, good judgment ability, adaptable and versatile individual.
- Initiative, stress tolerance, and customer-service orientation.
Education and Qualifications
- High school graduate with basic office skills.
- Degree in any field from an accredited institution.
- Experience in Administrative support related activities is an advantage.
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