Job Details
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Job Description
- 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
Job Requirements
Administrative Skills:
- Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook), Google Suite, and other relevant software.
- Ability to manage schedules, appointments, and travel arrangements for executives.
- Experience in handling phone calls, emails, and correspondence on behalf of executives.
- Familiarity with office equipment like printers, scanners, and fax machines.
Organizational Abilities:
- Strong organizational skills to maintain files, records, and documentation in an efficient manner.
- Capability to prioritize tasks and manage multiple projects simultaneously.
- Attention to detail to ensure accuracy in documents, reports, and presentations.
- Ability to coordinate meetings, conferences, and events.
Communication Skills:
- Excellent written and verbal communication skills to interact with executives, clients, and other staff members.
- Professional demeanor and ability to represent the executive office in a courteous and diplomatic manner.
- Strong interpersonal skills to build and maintain relationships with stakeholders.
- Discretion and confidentiality in handling sensitive information.
Problem-Solving Skills:
- Ability to anticipate needs and proactively address issues before they arise.
- Resourcefulness in finding solutions to challenges that may arise in daily operations.
- Capacity to handle unexpected situations with calmness and efficiency.
Education and Experience:
- A high school diploma or equivalent is usually required, though some employers may prefer candidates with an associate's or bachelor's degree.
- Previous experience in a similar role, preferably in an executive support capacity, is often preferred.
- Certification in administrative or secretarial studies may be advantageous.
Additional Skills:
- Depending on the specific industry or company, additional skills such as knowledge of specific terminology or industry regulations may be necessary.
- Familiarity with project management tools or experience in project coordination may be beneficial.
- Language proficiency in languages other than English may be advantageous in multinational companies or those with diverse clientele.
