Executive Secretary job description
An Executive Secretary is a competent professional who supports high-ranking officials by organizing schedules, attending meetings, managing correspondence, and performing various administrative tasks. They possess excellent time-management and organizational skills, proficiency in office software, and a strong understanding of business administration.
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What is an Executive Secretary?
What does an Executive Secretary do?
An Executive Secretary maintains the executive's agenda, plans appointments and meetings, attends meetings and takes minutes, handles phone calls, manages correspondence, arranges travel, maintains records, and assists in various administrative tasks. They ensure efficient coordination and support to executives, allowing them to focus on their managerial responsibilities.
Executive Secretary responsibilities include:
- Maintaining executive’s agenda and assist in planning appointments, board meetings, conferences etc.
- Attending meetings and keep minutes
- Receiving and screening phone calls and redirecting them when appropriate
Job brief
We are seeking a competent Executive Secretary to provide essential support to our high-ranking officials. You will play a crucial role in organizing and maintaining the executive’s schedule, as well as performing various administrative tasks.
As an Executive Secretary, you must possess exceptional time-management and multitasking skills to handle multiple responsibilities efficiently. Your diligence and competence will allow executives to focus on their managerial duties without distractions.
Your primary objective will be to enhance the overall efficiency of our business by ensuring the timely and efficient completion of all assigned administrative tasks.
Join our team and contribute to the smooth operation of our organization by providing invaluable support to our executives.
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
Frequently asked questions
What does an Executive Secretary do?
An Executive Secretary organizes schedules, attends meetings, manages correspondence, and performs administrative tasks to support high-ranking officials.
What are the duties and responsibilities of an Executive Secretary?
The duties of an Executive Secretary include maintaining agendas, planning appointments and meetings, attending meetings, handling phone calls, managing correspondence, making travel arrangements, and maintaining records.
What makes a good Executive Secretary?
A good Executive Secretary possesses excellent time-management and organizational skills, proficiency in office software, strong communication and negotiation abilities, integrity, confidentiality, and knowledge of office management and basic accounting procedures.
Who does an Executive Secretary work with?
An Executive Secretary works with high-ranking officials, such as executives and managers, as well as colleagues in the company or organization.
What skills should an Executive Secretary have?
An Executive Secretary should have skills in time management, organization, communication, negotiation, office software proficiency, office management, basic accounting procedures, and research techniques.
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