Wednesday, July 25, 2012

Secretary: The Busiest Employee of a Company

A secretary is a person who has the energy to support the management and other executives; who is equipped with a variety of project management, communication and organizational skills. His functions are carried out to assist one and other employees too. Among the employees of a company, a secretary is considered the most hardworking, the most loyal, the most honest and the most supportive employee of a company.
From May 8, 2006 to February 17, 2007, I was assigned temporarily as secretary to the Vice President of the company Kawasaki Helicopter Services (S.A.) Ltd. I supported the Vice President in the connection process; handles monthly progress report, weekly person-hours report, staff timesheets for payroll, handles the collection follow-up of the accounts receivables.
My other responsibilities include administrative and clerical duties such as filing, typingcorrespondencesanswers phone calls, receives documents from project sites (such as petty cash requests, vacation requests) and transmitting the same to the respective branch of operations, prepares monthly technical minutes; organizes and maintains files and performs other duties that required my services.
A secretary handles secretarial works: answers telephones, transfers or takes messages; manages in and out faxing, emails and letters, maintains office records, filing and reference, etc. He also assists the immediate superior in maintaining liaisons with project partners, preparing reports and proposals. He arranges meeting and may takes minutes if necessary or per requested.
A secretary provides logistical support for project events. He performs other related duties as assigned. He manages and maintains immediate superior’s schedule. He prepares invoices, reports, memos, letters, financial statements and other documents, using a typewriterword processorspreadsheet, database and other presentation softwares. He reads and analyze incoming memos, submissions and reports in order to determine their significance and distribute accordingly.
A secretary sorts and distributes incoming correspondences, including faxes and emails within team. He prepares agendas and make arrangements for the departments. He is there to manage incoming and outgoing documents. He is incharge on office expense, hotalreservation and ticket booking. He coordinates and manages cars for business use. He takes, types and distribute minutes of meetings. He maintains schedules and calendars. He arranges and confirms appointments. He handles incoming mail and other material. He sets up and maintains filing system and other assigned tasks.
Aside from his assigned jobs and duties, he also can redirects jobs and other duties to his co-workers if needed. When the manager and other executives are away – the secretary is the first choice to handle temporarily those jobs and duties left by them. A secretary is the second powerful and respected person in a company. All transactions that need approval from the boss will pass first through the secretary’s desk for scrutiny.
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