Job Summary:

The Executive Secretary provides high-level administrative support to the executive team, typically to the CEO or senior management, by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The ideal candidate is organized, efficient, and capable of managing multiple tasks while maintaining a high degree of confidentiality.

Key Responsibilities:

- Manage the executive’s calendar, including scheduling appointments, meetings, and conferences.

- Screen incoming calls, emails, and correspondence, responding on behalf of the executive when appropriate.

- Organize travel arrangements, itineraries, and accommodation bookings for business trips.

- Prepare reports, presentations, and documents for internal and external meetings.

- Maintain and organize office records, files, and contact databases, ensuring confidentiality at all times.

- Serve as a liaison between the executive team and other departments, as well as external clients and partners.

- Coordinate and organize executive-level events, board meetings, and off-site visits.

- Conduct research and prepare briefing materials for meetings and decision-making.

- Assist with special projects and perform other duties as assigned by the executive team.

- Handle confidential information with discretion and a high degree of professionalism.

Skills

Qualifications:

- Education**: Bachelor’s degree in Business Administration, Office Management, or a related field preferred.

- Experience**: Minimum of 3-10 years of experience in an executive assistant or secretary role.

- Skills

 - Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

 - Strong written and verbal communication skills.

 - Excellent organizational and multitasking abilities.

 - Strong attention to detail and accuracy.

 - Ability to work independently and handle multiple priorities.

 - Professional demeanor and the ability to maintain confidentiality.

Additional Requirements:

- Ability to work under pressure and meet tight deadlines.

- Flexibility to work beyond regular hours as required.

- Strong interpersonal skills and ability to interact with senior leadership and external stakeholders.