Secretary For General Director

1. Handling of Day-to-day internal / external correspondence
- The Executive Secretary handles all the correspondence of the GD Office, which can be classified as incoming and outgoing.
- Receives all incoming documents, screens it and presents all important papers to GD, and after necessary action has been taken, files the papers in the concerned file.
- Screens documents submitted to GD for approval, finds out any mistake or under-standard points, if possible, and requests for proper corrections before sending to GD for approval.
- In case of outgoing correspondence, takes dictation (or drafts himself, as the case may be), types them, and after signature sends it to the concerned recipients, and maintains records of all correspondence either as hard copy in the files or as soft copy in the computer.
- Coordinates with Sales Offices and relative departments to prepare various kinds of periodic reports and forecasts.
- Keeps close coordination with DHs/secretaries and Sales Managers in promulgating company policies and regulations as well as monitoring the status of implementations and feedback.
2. Organizes appointments of GD
- Arranges appointments of company officials and outside guests with GD, and maintains his working schedule.
- This function also includes noting and reminding GD of various meetings that he has to attend.
- Answers phone calls to GD, when he is busy with meetings or out of office, and takes proper messages.
3. Organizes travel requirements for GD as well as Executives.
- Arranges air ticket bookings, hotel bookings, and other necessary related arrangements.
- Also prepares agenda for the meeting.
4. Secretarial functions
- Responsible for handling GD Office petty cash by making payment and prepare Summary Expense Report on monthly basis
- Handle GD Office stationery; maintain office equipment in coordination with Plant Maintenance
- Keep Company Organization Chart updated
- Maintain GD Office filing system & important management document; suggest files for deletion & archiving
- Participate in meetings chaired by GD & prepare M.O. M.
5. Maintenance of main conference room
- Maintains the availability of main conference room and allots it on priority basis to various departments for meetings/ presentations
6. Other tasks assigned by G.D

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