Latina Secretary
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Latina Secretary
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Secretaries (general) perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organising and maintaining paper and electronic files or providing information to callers and visitors.
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The set of rules that govern the activity of a company.
Convey relevant scheduling information. Present the schedule to the persons concerned, and inform them of any schedule changes. Approve the schedules and verify that everyone has understood the information sent to them.
Put together documents coming from the photocopier, the mail, or the daily operations of businesses.
Liaise via telephone by making and answering calls in a timely, professional and polite manner.
Keep an overview of the employees's vacations, sick leaves and absences, register these in the agenda and file the necessary documents and certificates.
Prepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.
Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.
Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.
Maintain an effective internal communication system among employees and department managers.
Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.
Create a filing system. Write a document catalogue. Label documents etc.
Schedule and confirm appointments for the personnel of the office, mostly managers and directive employees, with external parties.
Organise and classify records of prepared reports and correspondence related to the performed work and progress records of tasks.
Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.
Disseminate internal communications using the different communication channels that a company has at its disposal.
Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.
Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.
Possess the ability to work with the standard programs contained in Microsoft Office at a capable level. Create a document and do basic formatting, insert page breaks, create headers or footers, and insert graphics, create automatically generated tables of contents and merge form letters from a database of addresses (usually in Excel). Create auto-calculating spreadsheets, create images, and sort and filter data tables.
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