Answer TelephonesOffice Secretaries are the office gatekeepers – they answer the phone, take messages or refer calls to appropriate staff member.Maintain Calendar and Plan MeetingsOffice Secretaries schedule appointments and update event calendars. They also arrange meetings and coordinate conference room schedules. In advance of meetings, they assemble background materials and set up the meeting space. They attend meetings and prepare minutes or summaries of the meeting outcomes.Handle MailIncoming and outgoing mail and faxes all go through the Office Secretary. They open, review, sort and distribute the mail to the appropriate recipients. Office Secretaries also maintain email lists, and distribute information to staff.Prepare and Edit DocumentsAs the last person to see documents before they are sent, the Office Secretary reviews outgoing correspondence for grammar, correctness and completeness, and insures that appropriate material is attached. They prepare memos or other reports for internal or external distribution. They may also make travel bookings and prepare travel expense reports.Maintain Databases and Filing SystemsOffice Secretaries design, implement and maintain filing systems, both electronic and paper. When requested, they search for and compile requested material from the databases.Maintain inventoryThe Office Secretary tracks office supplies and orders replacements as required. They may be responsible for an office budget for supplies and other expenditures.

Serves visitors by greeting, welcoming, and directing them appropriately.Notifies company personnel of visitor arrival.Maintains security and telecommunications system.Informs visitors by answering or referring inquiries.Directs visitors by maintaining employee and department directories.Maintains security by following procedures, monitoring logbook, and issuing visitor badges.Operates telecommunication system by following manufacturer’s instructions for house phone and console operation.Keeps a safe and clean reception area by complying with procedures, rules, and regulations.Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.Contributes to team effort by accomplishing related results as needed.

Coordinating the sales team and assisting with recruiting and training new hires.Providing product demonstrations to staff and clients, and taking the lead in resolving complaints.Analyzing sales team performance and scheduling training/refresher sessions accordingly.Conducting market research and sharing findings with the team.Working alongside the team to draw up strategies to increase customer base.Setting sales targets and implementing incentives.Providing accurate sales forecasts and allocating resources so targets are met.Managing a network of vendors and suppliers.Maintaining excellent relationships with customers that are built on trust, and encouraging the rest of the sales team to follow this example.Keeping up-to-date with advancements in marketing.