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Primary Responsibilities
The role of a Secretary requires an individual with a professional, intelligent and responsive approach, capable of working with a high degree of autonomy. A Secretary displays professional sensitivity, flexibility and maturity in day to day dealings with clients and colleagues. - Manages diary proactively. This requires understanding the General Manager’s priorities and co-ordinating all commitments to ensure:
- There is no conflict - double booking etc - Sufficient time is allocated for and between appointments - Best use is made of General Manager’s time - Maintains utmost confidentiality
- Co-ordinates and manages administrative work. This involves:
- Developing and managing systems for handling day to day administration - Informing the General Manager of actions taken on his behalf - Managing specific tasks - special events etc - Screening and appropriately responding to written and verbal communications - Books and co-ordinates travel arrangements for the manager, including interstate and overseas travel
- Liaises effectively with CPN’s personnel, clients and external callers, whatever the circumstance
- Responds to internal and external communications by initiating and composing correspondence
- Produces accurate, formatted, skillfully typed documents within tight time constraints
- Co-ordinates and manages the production and proof reading of high quality, grammatically correct documents
- Co-ordinates and participates in special projects, such as, training courses
- Maintains comprehensive filing and retrieval systems
- Demonstrates organisational/administrative skills
- Possesses the maturity to work autonomously with strong decision making skills
- Thinks with a high degree of initiative - is proactive
- Employs highly developed interpersonal skills
- Demonstrates excellent oral and written communication skills and has the ability to initiate and compose own correspondence
- Has the ability to be flexible in a changing and demanding work environment
- Works under pressure and meets deadlines effectively
- Acknowledges the importance of detail
- Produces a high quality of work consistently
- Uses a variety of computers based tools
- Books meeting rooms, video conferences, phone conferences, etc.
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