Executive Secretary

About the job

Job Responsibilities:

• Serve as the primary point of contact between the President and internal/external stakeholders.
• Manage and maintain the President’s calendar, including scheduling meetings and coordinating appointments.
• Organize travel and accommodation arrangements for the President and executive team.
• Format and prepare information for internal and external communication, including memos, emails, presentations, and reports.
• Take and accurately record minutes during meetings.
• Screen and direct phone calls, distribute correspondence, and handle incoming and outgoing communications.
• Organize and maintain the office filing system, ensuring efficient document retrieval and management.
• Utilize various software for word processing, spreadsheets, databases, and presentations.
• Read and analyze incoming memos, submissions, and distribute them as necessary.
• Provide general administrative support to the President and executive team.
• Conduct basic bookkeeping tasks.
• File and retrieve corporate records, documents, and reports.
• Research and compile data for documents and presentations for the board of directors, committees, and executives.
• Assist in meeting preparation and planning.
• Greet visitors and determine their access to executives.
• Experience as a virtual assistant is desirable.
• Open, sort, and distribute emails, and other correspondence.

Job Specifications:

• Four years' experience as an executive assistant or in similar administrative roles.
• Bachelor’s degree in management.
• Strong grasp of office management and daily operations.
• Proficient in MS Office, especially Excel and PowerPoint, and familiar with office software and databases.
• Excellent organizational and time-management skills.
• Exceptional verbal and written communication abilities.
• Ability to maintain discretion and confidentiality.
• Skilled in multitasking and prioritizing tasks.
• Additional certifications or qualifications in administrative assistance or secretarial duties would be advantageous.

Requirements added by the job poster

• 3+ years of Executive Offices experience
• Bachelor's Degree