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.