Executive Secretary Job Description
As an Executive Secretary, you will be the primary point of contact between the executive team and internal/external stakeholders. You will be responsible for managing their calendars, organizing meetings, and handling confidential information. Additionally, you will assist in preparing reports, presentations, and correspondence. A strong attention to detail, excellent communication skills, and the ability to multitask are essential in this role.
Responsibilities
- Manage and maintain the executive team's calendars, including scheduling and organizing meetings, appointments, and travel arrangements
- Handle and prioritize incoming correspondence, memos, and emails, ensuring timely responses
- Prepare and edit documents, reports, presentations, and correspondence
- Coordinate and facilitate communication between the executive team and internal/external stakeholders
- Handle confidential and sensitive information with discretion and integrity
- Conduct research, compile data, and prepare materials for meetings and presentations
- Assist in the preparation of agendas and minutes for meetings
- Perform other administrative tasks such as filing, scanning, and photocopying
Qualifications
- Proven experience as an Executive Secretary, Administrative Assistant, or similar role
- Proficient in office management software (e.g., MS Office)
- Strong organizational and time management skills
- Excellent verbal and written communication skills
- Ability to prioritize tasks and work under pressure
- Discretion and trustworthiness with confidential information
- Attention to detail and problem-solving skills
Skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Excellent written and verbal communication skills
- Strong organizational and multitasking abilities
- Attention to detail and accuracy
- Ability to maintain confidentiality
- Time management and prioritization skills
- Problem-solving and decision-making skills
- Strong interpersonal skills and the ability to build relationships