We are seeking a competent Executive Secretary to provide essential support to our high-ranking official. You will play a crucial role in organizing and maintaining the executive’s schedule, as well as performing various administrative tasks. As an Executive Secretary, you must possess exceptional time-management and multitasking skills to handle multiple responsibilities efficiently.
RESPONSIBILITIES:
- Maintain executive’s 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:
- Proven experience as executive secretary or similar administrative role
- Proficient in MS Office and “back-office” software (e.g. ERP)
- In depth knowledge of office management
- Familiarity with basic research methods and reporting techniques
- Excellent organizational and time-management skills
- Outstanding communication and negotiation abilities
- Integrity and confidentiality
- Bachelor's degree in business administration or relative field.