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Executive Secretary

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Executive Secretary

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Title

Executive Secretary
Job Description

Post Body

We are searching for an executive secretary who can arrange and maintain the executive's schedule as well as assist them with a variety of administrative responsibilities. Executive secretaries must be sharp thinkers with excellent time management and multitasking skills. Executives can focus on their managing obligations without worrying about many other jobs because of their diligence and expertise in their profession. The main aim is to contribute to the overall efficiency of the firm by ensuring that all administrative activities are completed on time and efficiently.

Executive Secretary
Responsibilities
  • Administer the executive agenda and aid in the arranging of appointments, board meetings and conferences
  • Attend meetings and keep track of the minutes
  • Receive, screen, and redirect phone calls as needed
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Make travel arrangements for executives
  • Handle confidential documents ensuring they remain secure
  • Prepare invoices or financial statements and provide assistance in bookkeeping
  • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct research and create presentations or reports as needed.
Executive Secretary
Requirements
  • Degree in business administration or relative field
  • Extensive knowledge of clerical and secretarial principles
  • Proven experience as executive secretary or similar administrative role
  • Proficient in MS Office and “back-office” software (e.g. ERP)
  • In-depth understanding of office administration and fundamental accounting procedures, as well as necessary industry technical terms
  • Familiarity with basic research methods and reporting techniques
  • Excellent organizational and time-management skills
  • Outstanding communication and negotiation abilities
  • Integrity and confidentiality
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