Executive Secretary

SUMMARY:
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POSITION INFO:

To provide high-level administrative support to senior executives by managing schedules, handling correspondence, and coordinating personal and professional tasks. The role demands exceptional organizational skills, discretion, and the ability to multitask in a fast-paced environment.

Responsibilities and Duties

Administrative Support:

• Manage and maintain executives’ calendars, including scheduling appointments, meetings, and travel arrangements.

• Prepare and edit correspondence, reports, presentations, and other documents as required.
• Act as the primary point of contact between executives and internal/external stakeholders.
• Organize and attend meetings, ensuring accurate minutes are recorded and action points are followed up.

Personal Assistance:

• Handle personal errands, bookings, and reservations for the executive as needed.

• Coordinate household or family-related tasks, such as travel itineraries, appointments, or events.
• Liaise with third parties (e.g., contractors, service providers) on personal matters as required.

Office Management:

• Ensure the executive’s office operates efficiently by maintaining systems and supplies.
• Manage sensitive and confidential information with utmost discretion.
• Oversee and prioritize incoming communication (emails, calls, and messages).

Event Coordination:

• Plan and organize events, such as business meetings, corporate functions, or private gatherings.
• Coordinate logistics, such as venue selection, catering, and attendee management.

Desired Experience & Qualification

Qualifications and Experience

• Education: Bachelor’s degree in Business Administration, Management, or related field (preferred but not mandatory).

• Experience:
  • Minimum of 5 years of experience as an Executive Secretary or Personal Assistant to a senior executive.
  • Demonstrated experience managing both professional and personal tasks for a senior leader.

Skills and Competencies

• Technical Skills:
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  • Familiarity with scheduling and communication tools (e.g., Google Calendar, Slack).
• Organizational Skills:
  • Exceptional ability to prioritize tasks and manage multiple deadlines.
  • Strong attention to detail and accuracy.
• Communication Skills:
  • Excellent verbal and written communication.
  • Ability to interact professionally with stakeholders at all levels.
• Interpersonal Skills:
  • High emotional intelligence and the ability to anticipate needs.
  • Strong sense of discretion and confidentiality.

Key Attributes

• Proactive and self-motivated.
• Flexible and adaptable to changing demands.
• Strong problem-solving abilities.
• Professional demeanour and polished presentation.