Executive Secretary

Job Summary:

An Executive Secretary provides high-level administrative support to senior executives, ensuring smooth day-to-day operations and effective communication across the organization. The role involves managing calendars, scheduling meetings, handling correspondence, preparing reports and presentations, and maintaining confidential information. The Executive Secretary acts as a key point of contact between executives, internal teams, and external stakeholders, demonstrating strong organizational skills, professionalism, and discretion.

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 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.
• Degree in business administration or relative field.