Executive Secretary (225-814)

An Executive Secretary plays a crucial role in the smooth operation of an organization by providing top-level administrative support to executives and senior management. This position demands a high degree of professionalism, discretion, and thoroughness as the Executive Secretary often handles sensitive and confidential information. The ideal candidate will have excellent organizational skills and the ability to prioritize a variety of tasks efficiently. They will also demonstrate exceptional communication skills, both verbal and written, to effectively interact with internal and external stakeholders. An Executive Secretary is expected to perform a wide range of administrative and clerical duties to facilitate the day-to-day administrative operations of the executive offices they support.

Responsibilities

• Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements.
• Serve as the primary point of contact between executives and internal/external clients.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Conduct research, compile data, and prepare reports and documents for executive staff.
• Coordinate meetings and strategic activities with other departments and teams.
• Attend meetings and prepare comprehensive minutes of discussions for record-keeping and reference.
• Monitor, prioritize, and respond to emails and other communications on behalf of executives.
• Handle confidential information with a high degree of integrity and professionalism.
• Organize and manage documents, files, and records, ensuring accuracy and security.
• Assist in creating, formatting, and maintaining databases and Azure SharePoint libraries.
• Plan and coordinate corporate events, workshops, and training sessions as required.
• Support other administrative staff and perform supplementary tasks as needed.

Requirements

• Bachelor’s degree in Business Administration, Secretarial Studies, or related field preferred.
• Minimum of 5 years of experience as an executive secretary or similar role.
• Exceptional communication skills, with proficiency in Microsoft Office Suite and other relevant software.
• Ability to work independently, maintain confidentiality, and manage multiple tasks efficiently.
• Demonstrated experience in managing complex schedules and prioritizing tasks effectively.
• Exceptional organizational skills with a strong attention to detail and accuracy.
• Proficient in managing office equipment, database management, and traditional filing systems.