Job Details
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Job Description
- Administrative Support: Provide comprehensive administrative support to executives or senior management, including scheduling appointments, managing calendars, making travel arrangements, and coordinating meetings and conferences.
- Communication Management: Handle incoming and outgoing communications on behalf of the executives, including phone calls, emails, and written correspondence. Prioritize and respond to inquiries or delegate them to the appropriate individuals.
- Document Preparation: Prepare and edit various documents, reports, presentations, and correspondence. This may involve drafting letters, memos, agendas, meeting minutes, and other materials as required.
- Information Management: Organize and maintain confidential files, records, and documents. Ensure that information is easily accessible and appropriately secured. This may involve using digital systems or physical filing systems.
- Research and Analysis: Conduct research and gather information on specific topics as directed by the executives. Summarize findings and present data in a clear and concise manner.
- Meeting Support: Arrange and coordinate meetings, including scheduling, preparing meeting agendas, booking meeting rooms, and arranging necessary equipment or catering. Attend meetings, take minutes, and distribute them to relevant parties.
- Relationship Management: Build and maintain professional relationships with internal and external stakeholders, such as clients, vendors, and staff members. Serve as a point of contact and facilitate communication between executives and others.
- Confidentiality: Maintain strict confidentiality of sensitive information and exercise discretion and professionalism when dealing with confidential matters.
- Project Assistance: Provide assistance on special projects or initiatives as assigned by the executives. This may involve conducting research, preparing reports, coordinating activities, and ensuring deadlines are met.
- Time Management: Assist executives in managing their time effectively, prioritizing tasks, and handling multiple projects simultaneously. Proactively identify and resolve scheduling conflicts or issues.
- Office Management: Oversee the smooth operation of the executive office, including ordering and maintaining office supplies, coordinating maintenance and repairs, and managing office budgets.
- Miscellaneous Tasks: Handle various ad hoc administrative tasks and responsibilities as required, demonstrating flexibility and adaptability in a fast-paced environment.
Job Requirements
- Proven experience as an executive secretary or similar administrative role
- Proficient in MS Office and “back-office” software.
- 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
- Degree in business administration or relative field
