Job Purpose :
Executive secretary must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks.
The Job purpose is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.
Duties & Responsibility
- Maintained executive’s agenda and assisted in planning appointments, meetings and conferences
- Drafting and preparing reports, presentations, letters, and other documents.
- Always maintained privacy in confidential matters.
- Managed and scheduled daily, weekly, and monthly calendars of executive .
- Coordinate and maintain the electronic calendar of the CEO, including organizing of all appointments, meetings, travel arrangements, attendance at conferences and seminars.
- Maintain electronic and hard copy filing systems using designate protocols, and ensuring timely retrieval of documents.
- Made and confirmed all travel arrangements, hotels and flight bookings.
- Commitment to efficiency a willingness to seek best practices in running the office.
- Able to troubleshoot challenges as they arise.
- Collaboratively review and recommended changes to our company policies.
- Provided the top management with all the required information on time.
- Performed administrative and clerical functions whenever required – including receiving guests and sorting general queries.
- Received clients on behalf of the executive and assisted them in solving common problems.
- Maintained a cordial relation with the whole departments.
- Liaised between executives and employees/clients.
- Managed phone calls and emails with professionalism and write responses on behalf of the CEO when required.
- Distribute papers from the CEO’s office and maintain a follow up system as required.
- Carry out any tasks or responsibilities from the direct manager once need.
Executive Secretary Requirements:
- Degree in Business Administration (desirable).
- Certificate in Business Administration or related (essential).
- Two years of experience in an executive support role.
- Methodical thinker with detailed research proficiencies.
- Thorough understanding of clerical and secretarial principles.
- Strong knowledge of databases and tracking systems.
- Fantastic organizational skills and detail oriented.
- Ability to work under pressure and meet deadlines.
- Brilliant written and verbal communication skills.
- Proficient in Microsoft Office, and business communication software.