Perform executive secretarial services including preparation of correspondence, financial statements, operating plans and other schedules using an array of computer software programs. Type minutes for quarterly and annual board meetings and annual shareholders meeting and distribute board packets to officers.
Answer phone for President, screen all calls and take messages, field/answer all routine and non-routine questions. Open and prioritize mail, routing internal mail and preparing outgoing mail and maintenance of schedule calendars and general files.
Provide support for Marketing when required, type client quotes and correspondence. Coordinate with advertising consultant, photographer, web development and printing house on all specialized marketing material.
Provide administrative and secretarial support to Director, Sales and Marketing, including correspondence, travel preparations, scheduling and organizing meetings, and taking minutes of the Management Review Meeting.
Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. Maintain a professional appearance for visitors, greet visitors, including directions and business needs as required.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.