Job Title: Executive Secretary

Job Summary:

The Executive Secretary is responsible for offering personalized secretarial and administrative support in a well-organized and timely manner. This role requires discretion, attention to detail, and a thorough understanding of the executive’s work and needs.

Key Responsibilities:

Executive Support: Act as the point of contact between executives, clients, and other internal or external partners. Manage executive schedules, set up meetings, and arrange travel.

Communication: Handle phone calls, emails, and other correspondence on behalf of the executive. Draft and edit communications, reports, and presentations.

Scheduling and Calendar Management: Maintain the executive’s calendar, schedule meetings, appointments, and conference calls, and ensure timely reminders.

Document Management: Organize and maintain filing systems, both paper and digital, ensuring confidentiality. Prepare, review, and edit documents such as memos, reports, and presentations.

Meeting Coordination: Plan and coordinate events, conferences, and business meetings, including setting up venues, preparing agendas, and handling follow-ups.

Travel Coordination: Arrange domestic and international travel plans, including flights, accommodation, and transportation.

Office Management: Oversee office supply inventory, order supplies, and ensure that the executive's office is well-organized.

Project Assistance: Support the executive with various projects, including research, data collection, and report preparation.

Confidentiality: Manage sensitive and confidential information with the utmost discretion and professionalism.

Qualifications:

Proven experience as an executive secretary or similar administrative role.

Proficiency in MS Office (Word, Excel, PowerPoint, and Outlook).

Excellent organizational and multitasking skills.

Strong verbal and written communication abilities.

Discretion and confidentiality in handling sensitive information.

High attention to detail and problem-solving skills.

Bachelor’s degree in business administration or a related field (preferred).

Desired Skills:

Time management and ability to prioritize.

Ability to work under pressure in a fast-paced environment.

Strong interpersonal skills for liaising with internal and external stakeholders