Executive Secretary

Job Summary:

The Executive Secretary provides high-level administrative support to executives or senior management within the organization. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple tasks efficiently. The Executive Secretary serves as a primary point of contact for internal and external stakeholders, manages schedules, coordinates meetings and events, and handles confidential information with professionalism and integrity.

Responsibilities:

1. Calendar Management: Maintain executives' calendars, schedule appointments, meetings, and travel arrangements.
2. Communication: Serve as a primary point of contact for internal and external communication, including screening phone calls, responding to emails, and drafting correspondence.
3. Document Management: Prepare and distribute memos, reports, presentations, and other documents as needed. Ensure accuracy and confidentiality of all documents.
4. Meeting Coordination: Coordinate and schedule meetings, conferences, and appointments. Prepare agendas, take minutes, and distribute meeting materials.
5. Travel Arrangements: Arrange domestic and international travel, including flights, accommodations, transportation, and visa requirements.
6. Office Management: Maintain office supplies, equipment, and facilities. Assist with office organization and layout as needed.
7. Record Keeping: Maintain accurate records and files, both electronic and physical. Ensure compliance with record retention policies.
8. Confidentiality: Handle sensitive and confidential information with discretion and professionalism.
9. Problem Solving: Address inquiries and resolve issues in a timely and efficient manner. Anticipate needs and proactively identify solutions.
10. Support: Provide administrative support to executives as needed, including project coordination, research, and special projects.

Requirements:

• Proven experience as an executive secretary or similar administrative role.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and office management software.
• Ability to prioritize tasks and work independently with minimal supervision.
• Discretion and confidentiality in handling sensitive information.
• Attention to detail and accuracy in all work.
• Professional demeanor and interpersonal skills.
• Bachelor's degree or equivalent experience preferred.
• Experience with calendar management software (e.g., Microsoft Outlook, Google Calendar).
• Certification in administrative or secretarial studies.