Executive Secretary – SOS HR Solutions

This position is responsible to handle all administrative matter including screening calls, managing calendars, planning meetings, making travel arrangements, sending emails, prepping for meetings and presentations, capturing notes in meetings, composing documents, organizing office and performing various other ad hoc duties.

• Review and maintain written and computer files, plus conduct data entry
• Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, office layout, etc.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Responsible for preparation of confidential documents and reports
• Coordinate and schedule meetings and conferences internally and externally
• Provides administrative support to ensure efficient operation.
• Perform administrative duties such as filing, typing, photocopying, transcribing and faxing, etc.
• Oversee and achieve organizational goals while upholding best practices
• generation and distribution of memos, letters, spreadsheets, forms, and faxes
• Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference
• Coordinate domestic and international travel arrangements & reservations.
• Develop and maintain a filing system
• Greet and assist approaching employee/visitors in timely and fair manner.
• Notifies company personnel of visitor arrival.
• Attend and guide the visitors scheduled for meetings.
• Informs visitors by answering or referring inquiries.
• Keeps a safe and clean area by complying with procedures, rules, and regulations.
• Facilitate day to day activities such as distributing/collecting office keys, access cards, files, documents etc. as applicable.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
• Research and collect information
• Conduct fiscal reviews, surveys, and collect information on administrative matters
• Maintain complete stock of all office supplies and accuracy of inventory
• Supports team by performing tasks related to organization and strong communication.
• Address any employee queries regarding the office and resolves issues if any
• Serve as a point of contact and exchange information/instructions with the concerned department; ensure adequate and timely follow-up with the departments.
• Ensure security, integrity, and confidentiality of data
• Obtain and maintain documents (copies/originals) as per the internal policies and procedures and legal requirements.
• Create and maintain filing systems, both electronic and physical to ensure easy and accurate filing and retrieving.
• Maintain procedures of record keeping, filing and archiving.
• Maintain database of activities/transactions as needed.

Job Details

Preferred Candidate

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