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Job Description
We are looking for a competent Executive Secretary to support high-ranking officials in our company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks.
Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks.
Responsibilities
- Provides high-level administrative support and assistance to the Top Management.
- Act as the point of contact between all departments.
- Maintain executive’s agenda and assist in planning appointments, Staff meetings, conferences etc.
- Attend meetings and keep minutes
- Daily record keeping and filing of documents.
- Create and organize information, and generate reference tools for easy use.
- 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
- 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
- Professionally greet and receive guests and clients.
- Ensure efficient and effective administrative information and assistance.
- Deals with routine matters on own initiative and making inquiries on behalf of the superior.
- Performs other duties and other special functions as may be assigned from time to time.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, internal & external memos, etc.)
Job Requirements
- 5 years of experience as Admin Assistant / Personal Assistant / Secretary.
- Bachelor's degree in Administration.
- Excellent knowledge of Microsoft Office (word, excel, PowerPoint)
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and at times stressful environment.
- Excellent communication skills.
- Fluent English.
- Well organized.
- Multi-Task.
- Presentable.
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