Chairman Secretary
Responsibility:
1-Preparing memorandum, correspondence, and documents relative to the divisions work
2-Review, edit, proofread and collate documentation, including board papers and draft legislation.
3-Greets Division visitors
4-Independently assesses nature of business. Responds to requests for information and provides assistance.
5- Mai ntenance of filing systems
6-Arrange meetings, book and prepare meeting rooms and provide/arrange hospitality
7- Coordinate division administrative procedures and systems.
8-Compiles and coordinates the preparation of materials and documents for the division and CEO's projects.
9-Prepares and files division expense reposts
10- Screens and responds to mail.
11-Assembles attachments to out going correspondence.
12-Coordinates travel arrangements for the CEO
13- Schedules and coordinates meetings and appointments.
14-Takes minutes from meetings
15-Performs additional functions incidental to office activities
16-Send notices of meetings to executive board member and/or Association members, as directed.
17- Read correspondence at executive board and association Meetings, as requested by the president.
18- Check with the president about letters to be written immediately after the meeting.
19-Some letters will be written for the president to sign and will contain specific wording, as directed by executive board or association action.
20- Other letters will be written and signed by the corresponding secretary following general instructions.
21- Write authorized letters promptly, be accurate – check names and titles carefully.
22- Give precise information, with exact copy of recommendations,
23- Resolutions or motions and reasons for action taken.
24-Keep file of all letters received and copies of replies written.
Required Skills
1- 2-4 years experience in a secretarial role
2- Excellent spoken and written English& two or more languages is preferred(Italy –French)
3- Excellent knowledge in MS-Word, Excel, PowerPoint, Outlook
4- Must be extremely pro-active
5- Professional Executive Secretary Certification is highly desirable
Responsibility:
1-Preparing memorandum, correspondence, and documents relative to the divisions work
2-Review, edit, proofread and collate documentation, including board papers and draft legislation.
3-Greets Division visitors
4-Independently assesses nature of business. Responds to requests for information and provides assistance.
5- Mai ntenance of filing systems
6-Arrange meetings, book and prepare meeting rooms and provide/arrange hospitality
7- Coordinate division administrative procedures and systems.
8-Compiles and coordinates the preparation of materials and documents for the division and CEO's projects.
9-Prepares and files division expense reposts
10- Screens and responds to mail.
11-Assembles attachments to out going correspondence.
12-Coordinates travel arrangements for the CEO
13- Schedules and coordinates meetings and appointments.
14-Takes minutes from meetings
15-Performs additional functions incidental to office activities
16-Send notices of meetings to executive board member and/or Association members, as directed.
17- Read correspondence at executive board and association Meetings, as requested by the president.
18- Check with the president about letters to be written immediately after the meeting.
19-Some letters will be written for the president to sign and will contain specific wording, as directed by executive board or association action.
20- Other letters will be written and signed by the corresponding secretary following general instructions.
21- Write authorized letters promptly, be accurate – check names and titles carefully.
22- Give precise information, with exact copy of recommendations,
23- Resolutions or motions and reasons for action taken.
24-Keep file of all letters received and copies of replies written.
Required Skills
1- 2-4 years experience in a secretarial role
2- Excellent spoken and written English& two or more languages is preferred(Italy –French)
3- Excellent knowledge in MS-Word, Excel, PowerPoint, Outlook
4- Must be extremely pro-active
5- Professional Executive Secretary Certification is highly desirable
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