Executive Secretary

Key Responsibilities

1. Calendar and Schedule Management

• Maintain and coordinate the CEO's calendar, scheduling meetings, appointments, and events.
• Ensure the CEO is informed and prepared for all commitments.

2. Communication and Correspondence

• Manage incoming and outgoing communication, including emails, calls, and letters.
• Draft, proofread, and edit reports, presentations, and official correspondence.

3. Meeting Coordination

• Organize and facilitate executive meetings, including preparing agendas, recording minutes, and following up on action items.
• Coordinate with internal and external stakeholders to ensure smooth communication.

4. Travel and Logistics

• Arrange and manage travel itineraries, accommodations, and logistics for domestic and international trips.
• Prepare travel expense reports and ensure timely reimbursements.

5. Confidentiality and Discretion

• Handle sensitive and confidential information with utmost professionalism.
• Act as a trusted advisor to the CEO on critical issues.

6. Project and Task Management

• Support the CEO in managing key projects and initiatives.
• Track deadlines, monitor progress, and report on key milestones.

7. Office Management

• Liaise with other departments to ensure seamless administrative operations.
• Oversee the maintenance of records and filing systems for the CEO's office.

Qualifications and Skills

• Education: Bachelor's degree in Business Administration, Communications, or a related field (Master's preferred).
• Experience: 5+ years of experience as an Executive Secretary or in a similar role supporting C-suite executives.
• Technical Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management tools is a plus.
• Communication Skills: Excellent written and verbal communication skills.
• Organizational Skills: Strong ability to multitask, prioritize, and meet deadlines.
• Interpersonal Skills: Professional demeanor, with the ability to build relationships across all levels of an organization.
• Problem-Solving: Resourceful and proactive in dealing with issues that may arise.

Key Competencies

• High attention to detail.
• Strong sense of urgency and ability to work under pressure.
• Adaptability and a proactive approach to tasks.
• Commitment to confidentiality and ethical behavior.