A Secretary is responsible for facilitating communications within an office and fielding interactions with the public. Their duties include answering and redirecting phone calls, scheduling meetings and providing personalized support for other employees in their office.
- Greet visitors and direct them to the appropriate departments or individuals.
- Answer telephones and respond to inquiries via telephone or email.
- Book meeting rooms, set up conference calls and take messages and minutes during meetings.
- Perform administrative tasks, including filing and photocopying.
- Write emails, memos and letters.
- Implement and/or develop office procedures and record systems.
- Order and maintain supplies.
- Document financial information.
- Organize and distribute messages.
- Make and confirm travel arrangements.
- Prepare and mail outgoing correspondence.
- Maintain confidential department files/records.
- Perform routine bookkeeping tasks.
- Assist with presentations and reports.
Additional responsibilities and tasks can be added at any time according to the needs of the business and of the hotel.