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What does a Private Secretary do?

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

What are the Main Tasks of a Private Secretary?

  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
  • Complete forms in accordance with company procedures.
  • Make copies of correspondence or other printed material.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Compose, type, and distribute meeting notes, routine correspondence, and reports.
  • Learn to operate new office technologies as they are developed and implemented.
  • Maintain scheduling and event calendars.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Manage projects or contribute to committee or team work.
  • Mail newsletters, promotional material, or other information.
  • Order and dispense supplies.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Provide services to customers, such as order placement or account information.
  • Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
  • Prepare and mail checks.
  • Establish work procedures or schedules and keep track of the daily work of clerical staff.
  • Coordinate conferences and meetings.
  • Take dictation in shorthand or by machine and transcribe information.
  • Arrange conference, meeting, or travel reservations for office personnel.
  • Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
  • Supervise other clerical staff and provide training and orientation to new staff.
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