Executive Secretary (225-1001)

As an Executive Secretary, you will play a vital role in ensuring the smooth and efficient operation of the executive level of our organization. You will be tasked with managing the administrative functions of the executive team, providing high-level support to the executives, and acting as a main point of contact for both internal and external stakeholders. Your ability to anticipate needs, prioritize tasks, and maintain the utmost confidentiality in communications will be crucial in this role. You will communicate effectively with team members at all levels and ensure the executives’ schedules are managed efficiently. Your role requires a high degree of professionalism and a capacity to multitask in a fast-paced environment.

Responsibilities

• Manage complex calendars, scheduling meetings and reserving conference facilities efficiently.
• Coordinate travel arrangements, including booking flights, accommodations, and ground transportation.
• Prepare executive reports, memos, and other correspondence with high attention to detail.
• Utilize discretion when handling sensitive and confidential information or correspondence.
• Ensure timely communication between the executive team and various internal departments.
• Handle office activities related to executive management and streamline administrative processes.
• Organize and coordinate executive-level meetings, including preparing agendas and materials.
• Assist in the planning and execution of company events at the executive level.
• Serve as a liaison between executives and external stakeholders such as partners or clients.
• Monitor and respond to executive email accounts ensuring all communications are handled.
• Conduct research for and prepare presentations according to executive requirements.
• Manage special projects and initiatives directed by executive members.

Requirements

• Bachelor’s degree in Business Administration, Office Management, or a related field.
• Proven experience as an Executive Secretary or similar administrative role.
• Excellent organizational and time-management skills with attention to detail.
• Strong verbal and written communication skills suited for executive engagement.
• Proficiency in office software applications including Microsoft Office Suite.
• Ability to handle sensitive information with integrity and confidentiality.
• Professional demeanor and the ability to manage multiple priorities simultaneously.