Executive Manager Secretary
National Paints
Total years of experience :3 years, 11 Months
o Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
o Receive and screen phone calls and redirect them when appropriate.
o Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
o Make travel arrangements.
o Handle confidential documents ensuring they remain secure.
o Prepare invoices or financial statements and provide assistance in bookkeeping.
o Maintain electronic and paper records ensuring information is organized and easily accessible.
o Conduct research and prepare presentations or reports as assigned.
o Provide administrative and clerical support to departments or individuals.
o Handle information requests.
o Greet and receive visitor.
o Sort and distribute incoming mail to areas and staff within the organization and dispatch outgoing mail
o Write business letters, reports or office memoranda using word processing programmers
o Answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries
o Operate a range of office machines such as photocopiers, computers and faxes
o File papers and documents
o Undertake other duties such as banking, credit control or payroll functions.
o Managing the day-to-day operations of the office
o Organizing and maintaining files and records
o Planning and scheduling meetings and appointments
o Managing projects and conducting research
o Preparing and editing correspondence, reports, and presentations
o Making travel and guest arrangements
o Providing quality customer service
o Working in a professional environment
o Attracts potential customers by answering service questions; suggesting information about other services.
o Resolves service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.
o Recommends potential products or services to management by collecting customer information and analyzing customer needs.
o Prepares service reports by collecting and analyzing customer information.
o Contributes to team effort by accomplishing related results as needed.
o Dealing with members of the public in person .
o Conducting personal interview .
o Managing discovered data.
o Creating detailed reports for results presentation
- sort and distribute incoming mail to areas and staff within the organisation, and dispatch outgoing mail
- write business letters, reports or office memoranda using word processing programs
- answer telephone enquiries from customers, attend to visitors and assist other staff in the organisation with
their enquiries .
- operate a range of office machines such as photocopiers, computers and faxes .
- file papers and documents .
- undertake other duties such as banking, credit control or payroll functions.
- Opens customer accounts by recording account information.
- Maintains customer records by updating account information.
-greet visitors and telephone callers and find out the nature of their enquiry .
- provide information to assist clients or refer them to appropriate contacts, either in the organisation or
elsewhere.
- operate telephone switchboards and consoles to connect, hold, transfer and disconnect telephone calls .
- arrange appointments for callers or for people working in the organisation and keep records of these .
-carry out word processing, filing, mail-outs, bookkeeping and banking as required.
- send out accounts, receive payments and order stationery and office supplies .
- open and deal with incoming mail, and organise outgoing mail and postage .
