WHAT IS AN ADMINISTRATIVE SECRETARY ?
The Administrative Secretary has the primary function of ensuring that the administrative operations of the Security Information unit are properly handled. He/she analyzes and controls administrative processes to facilitate and simplify operations, ensuring compliance with established procedures. This position is responsible for a variety of administrative aspects and duties such as office management, daily matters, and special projects. The Administrative Secretary manages the manager's calendar, schedules appointments, arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.
Need-to-Know Overview of an Administrative Secretary
1. Administrative Secretary Duties and Responsibilities
- Prepares records such as agenda, minutes, and resolutions for corporate meetings.
- Organize programs, events, or conferences by scheduling facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
- Serves as a liaison between customers and the company by handling customer complaints, redirecting customers to the appropriate department, scheduling meetings with customers and recording customer queries.
- In charge of transferring callers to the appropriate member of staff, as well as ensuring that only relevant calls go through.
- Responsible for ensuring that each received document is properly processed and filed. Creates and maintains database and spreadsheet files.
- Acts as custodian of corporate documents and records and handles highly sensitive material and information with discretion and confidentiality.
- In charge of monitoring the inventory of assets and supplies for the department as well as ordering replacement supplies, as necessary.
- Helps in the receiving of invoices and making sure that the invoices are channeled correctly for review, approval, and timely payment.
- Keeps track of budget and budget balances, contract renewal dates and report variances and forecasts based on the manager's input.
- Helps the manager in the delivery of tasks and following up action items.
- Performs duties through methods and actions that are consistently ethical and in total compliance with the laws, applicable regulations, Code of Ethics, corporate policies and guidelines and rules of conduct.
- Completes corporate training and certifications intended for the detection and prevention of money laundering-related activities and fraud, insider training and conflict of interest policies and procedures, as applicable.
2. Administrative Secretary Skills, Abilities and Experience
- Excellent communication skills in English and Spanish, both written and oral.
- Possess a high degree of professionalism, and never fail to be as courteous and confidential as possible.
- Ability to quickly identify clients' needs and offer accurate recommendations.
- Ability to manage multiple priorities, projects, and tasks simultaneously.
- Ability to work both independently and in a team-oriented collaborative environment.
- Demonstrate a high level of attention to detail.
- Excellent customer service skills and strong problem-solving skills.
- Previous experience managing Microsoft Office software's such as Microsoft Word, Excel,
- Able to quickly learn how to operate several different types of software.
- Comfortable using standard office equipment from faxes and scanners to printers and copiers.