Executive Secretary Duties & Responsibilities

The role and function of an Executive Secretary includes the following duties and responsibilities:

Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
Attend meetings and keep minutes
Receive and screen phone calls and redirect them when appropriate
Prepare invoices or financial statements and provide assistance in bookkeeping
Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
Maintain electronic and paper records ensuring information is organized and easily accessible
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
Make travel arrangements for executives
Handle confidential documents ensuring they remain secure
Conduct research and prepare presentations or reports as assigned

Note that this is not an exhaustive list of Executive Secretary duties and responsibilities. Job functions for specific Executive Secretary roles may vary, depending on the industry and type of employer.

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