Executive secretary

An Executive Secretary is a competent professional who supports high-ranking officials by organizing schedules, maintains the executives agenda, plans appointments and meetings, attends meetings and takes minutes, handles phone calls, manages correspondence, arranges travel, maintains records, and assists in various administrative tasks. She has to ensure efficient coordination and support to executive, allowing him to focus on their managerial responsibilities. Your primary objective will be to enhance the overall efficiency of the business by ensuring the timely and efficient completion of all assigned administrative tasks. Join our team and contribute to the smooth operation of our organization by providing invaluable support to our executive.

Responsibilities

• Maintain executives agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• 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 prepare presentations or reports as assigned

Requirements and skills

• Degree in Secretarial science & office Management or business administration or relative field
• 4+ years proven experience as executive secretary orsimilar administrative roles.
• Proficient in MS Office and back-office software (e.g. ERP)
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality