Executive Secretary
European International College
Total years of experience :18 years, 2 Months
• Reporting directly to the Vice President as Personal Assistant
• Assisting the Academic Dean, Operations Director, Student Registrar and Student Affairs
• Assisting the Marketing Department if needed
• Dealing with telephone calls, enquiries and requests, and handling them when appropriate
• Meeting and greeting visitors at all levels of seniority
• Organizing and maintaining diaries and making appointments
• Dealing with incoming email and faxes, often corresponding on behalf of the Vice President
• Taking dictation and minutes of meetings
• Producing documents, briefing papers, reports and presentations
• Liaising with members of staff in other departments, students and external contacts
• Devising and maintaining office systems, including data management, filing, etc.
• Complete forms in accordance with company procedures
• Compose, type, and distribute meeting notes, routine correspondence, and reports
• Maintain scheduling and event calendars
• Arranging travel arrangements and hotel bookings
• Managing events in and out of the college
• Supervising and coordinating with the Reception Personnel
• Answer all incoming calls and handle caller’s inquiries whenever possible
• Receive, direct and relay telephone messages and fax messages
• Re-direct calls as appropriate and take adequate messages when required
• Greet, assist and direct students, visitors and the general public
• Assist the Vice Chairman and other staff as requested
• Develop and maintain a current and accurate filing system
• Assist in the planning and preparation of meetings, conferences and telephone calls
• Provide word-processing and secretarial support
• Organising and storing paperwork, documents and computer-based information
• Perform other related duties as required
• Answer all incoming calls and handle caller’s inquiries whenever possible
• Prepare and manage correspondence, reports and documents
• Serve as Personal Assistant to the Director
• Responsible in company’s marketing and promotions
• Communicate verbally and in writing to answer inquiries and provide information
• Devising and maintaining office systems
• Assisting the teachers and students if necessary
• Handling petty cash and all cash transactions
• Arranging both in-house and external events
• Greet customers entering the establishment
• Present and sell company products and services to current and potential clients
• Maintain an awareness of all promotions and advertisements
• Accurately maintain all cash and media at the registers
• Identify and resolve client concerns
• Stock shelves, and mark prices on shelves and items
• Answer customers' questions, and provide information on procedures or policies
• Maintain orderly appearance of register area and supplies stocked
• Receive payment by cash, check, credit cards, vouchers, or automatic debits
• Process merchandise returns and exchanges.