ob Overview: The Executive Secretary provides high-level administrative support to top executives, ensuring smooth day-to-day operations of the executive office. This role involves managing schedules, coordinating meetings, handling communications, and overseeing a variety of administrative tasks. The Executive Secretary acts as a key liaison between the executive and internal/external stakeholders, requiring discretion, professionalism, and the ability to handle confidential information. Key Responsibilities:
Executive Support:
Manage and maintain the executive’s daily schedule, including appointments, meetings, conferences, and travel arrangements.
Prepare and organize documents, reports, and presentations for executive meetings.
Handle confidential correspondence, communications, and ensure that critical information reaches the executive in a timely manner.
Take minutes during executive meetings and follow up on action items as required.
Communication Management:
Serve as the primary point of contact between the executive and internal/external stakeholders.
Screen and prioritize incoming calls, emails, and other communications, responding on behalf of the executive when appropriate.
Draft, review, and edit emails, letters, reports, and other correspondence as directed by the executive.
Meeting & Event Coordination:
Organize and coordinate executive meetings, board meetings, and other high-level events.
Arrange meeting logistics, including venue selection, catering, technology setup, and any special requests.
Prepare agendas and distribute relevant meeting materials in advance.
Travel Coordination:
Organize domestic and international travel plans, including flights, accommodation, transportation, and detailed itineraries.
Prepare travel expense reports and manage reimbursements.
Office Administration:
Manage the filing system for the executive office, ensuring confidential documents are securely stored.
Monitor and track deadlines, upcoming projects, and key deliverables, reminding the executive of important tasks.
Assist with special projects or tasks as assigned by the executive, providing research, data analysis, or reports as needed.
Liaison Duties:
Maintain a close working relationship with department heads, board members, and other senior staff.
Represent the executive in meetings or at events when required.
Act as a gatekeeper to the executive’s time and resources, ensuring efficient use of both.
Other Duties:
Perform various personal assistant tasks such as running errands, scheduling personal appointments, and handling private matters discreetly.
Manage and reconcile expense reports and other financial documentation for the executive’s office.
Undertake any other administrative duties that may arise.
Key Qualifications:
Education: Bachelor’s degree in Business Administration, Communications, or a related field (preferred).
Experience: Minimum of 5 years of experience in an executive assistant or secretary role, preferably supporting senior executives.
Skills:
Superior organizational and multitasking skills.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook).
Excellent time management and problem-solving skills.
Ability to maintain confidentiality and handle sensitive information with discretion.
Professional demeanor and ability to interact with senior leadership, board members, and external stakeholders.
Working Conditions:
Full-time position, with occasional flexibility needed for events, after-hours meetings, or travel.
Fast-paced office environment with high expectations for responsiveness and accuracy.