Executive Secretary for Trading Office

Job Description

1. Prepare correspondence, reports, and materials for publications and presentations. 2. Setup CEO's travel arrangements. 3. Prepare and maintain CEO's expense report. 4. Setup and coordinate meetings and conferences. Create, transcribe, and distribute meeting agendas and minutes. 5. Answer telephones and handle in appropriate manner. 6. Meet and greet clients and visitors. 7. Perform general clerical duties to include but not limited to: Photocopying, faxing, mailing, and filing. 8. Maintain hard copy and electronic filing system. 9. Sign for UPS/ Fed Ex/Airborne packages. 10. Coordinate project-based work. 11. Supervise support staff. 12. OTHER DUTIES AS ASSIGNED. Duties include the following: 1. General clerical, receptionist and project based work 2. Computer word processing and produce graphics and spreadsheet work papers, reports, correspondence, mail shots, articles and newsletters 3. Creation and maintenance of computerized reports (data entry may be delegated to other staff) 4. Organization of supervisory board and management meetings 5. Taking meeting minutes 6. Assistance in organizing conferences, seminars, workshops and other meetings 7. Management of all general filling and office functions (which may be delegated to other staff) 8. Management of reception staff and services and telephone switchboard (which may be delegated to other staff) 9. Project a professional company image through in-person and phone interaction. 10. Other duties as required