Executive Secretary - Job Description

An Executive Secretary provides high-level administrative and secretarial support to senior executives, managing complex schedules, handling confidential communications, coordinating meetings and travel arrangements, preparing reports, and acting as a key liaison between internal and external stakeholders to ensure efficient office operations and executive productivity.

Job Summary

The Executive Secretary is a crucial administrative professional who supports one or more senior executives by managing their daily operations, facilitating communication, and ensuring the smooth running of the executive office.

Key Responsibilities

• Calendar & Schedule Management: Manage complex daily, weekly, and monthly calendars, schedule appointments, meetings, and events, and coordinate logistics.
• Communication: Screen and redirect phone calls, manage correspondence (emails, letters, packages), draft documents, and serve as a primary point of contact.
• Meeting Coordination: Arrange meetings, prepare agendas, take and distribute meeting minutes, and follow up on action items.
• Travel Arrangements: Plan and book all travel logistics for executives.
• Document Preparation: Prepare, edit, and proofread reports, presentations, memos, and other critical documents.
• Information Management: Maintain organized electronic and paper filing systems, manage confidential information with discretion, and conduct research.
• Liaison: Act as a link between the executive, staff, clients, and other departments, ensuring timely information flow.
• Office Management: Oversee office supplies, manage basic bookkeeping, and handle general administrative tasks.

Qualifications & Skills

• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Discretion and ability to handle confidential information.
• Proficiency in relevant software (e.g., MS Office Suite).
• Proactive problem-solving and multitasking abilities.
• Experience in a similar administrative or secretarial role.