Job description of Executive Secretary
This procedure defines the job description of Executive Secretary working in the Pathology and Laboratory Department of Doctors Hospital & Medical Center.
II. Job Summary
The Executive Secretary is responsible to perform variety of clerical duties. He/she will assist executives including; Director Lab and Manager Lab. These duties revolve around managing and distributing information within the executives’ office. This generally includes answering phones, taking memos and maintaining files. Executive Secretary may also be in charge of sending and receiving correspondence, as well as greeting clients and customers.
III. Key responsibilities
1. Coordinating between departments and operating units in resolving day-to-day administrative and operational problems.
2. Creating and maintaining a filing system; locating documents for staff members; and filing documents in their corresponding location.
3. Aside from storing, organizing and managing files, he / she may also need to type, edit and to take dictation or record the minutes of meetings.
4. Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
5. Prepare agendas and make arrangements for committee, board, and other meetings.
6. Compile, transcribe, and distribute minutes of meetings.
7. Open, sort, and distribute incoming correspondence, including faxes and email.
8. File and retrieve corporate documents, records, and reports.
9. Greet visitors and determine whether they should be given access to executives.
10. Prepare responses to correspondence containing routine inquiries.
. Perform general office duties such as ordering office supplies, maintaining records management systems, and performing basic bookkeeping work.
12. Ensure proper housekeeping and cleanliness of the executives’ office.
13. Manage and maintain executives' schedules.
14. Scheduling and coordinating meetings, interviews, events and other similar activities.
15. Make travel arrangements for executives.
16. Compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
17. Coordinate and direct office services, such as records and budget preparation, personnel, in order to aid executives.
18. Meet with individuals, special interest groups and others on behalf of executives.
19. Prepare invoices, reports, memos, letters, financial statements and other documents, using Microsoft Office.
20. Set up and oversee administrative policies and procedures for offices and/or organizations.
21. Supervise and train other clerical staff.
22. Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
23. Interpret administrative and operating policies and procedures for employees.
24. Perform any other official responsibility assigned by the executives.