Executive Secretary

Provides high-level administrative and secretarial support to the CEO, ensuring the efficient and smooth operation of the CEO's office. This role requires a highly organized, proactive, and discreet individual with exceptional communication and interpersonal skills.

Key Responsibilities:

1. Organizational and Time Management:

• Calendar Management:Proactively manage the CEO's complex schedule, including appointments, meetings, travel arrangements, and deadlines.
• Coordinate internal and external meetings, including scheduling conference calls, video conferences, and in-person meetings.
• Ensure timely and accurate scheduling and rescheduling of appointments.
• Travel Arrangements:Book and arrange all domestic and international travel, including flights, accommodations, transportation, and visas.
• Prepare travel itineraries and expense reports.
• Prioritization and Workflow:Prioritize and manage incoming correspondence, including emails, phone calls, and mail.
• Effectively manage competing demands and deadlines.
• Anticipate the CEO's needs and proactively address potential issues.

2. Communication & Interpersonal Skills:

• Communication:Communicate effectively and professionally, both verbally and in writing, with internal and external stakeholders, including senior executives, board members, clients, and vendors.
• Draft and proofread confidential documents, including presentations, reports, letters, and memos.
• Maintain accurate and confidential records.
• Interpersonal Skills:Build and maintain strong relationships with colleagues, clients, and other stakeholders.
• Exercise discretion and maintain confidentiality at all times.
• Demonstrate diplomacy and tact in all interactions.
• Be a strong team player and contribute positively to the overall success of the CEO's office.

3. Proficiency in Technology:

• Software Proficiency:Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Experience with CRM systems, project management tools, and video conferencing platforms preferred.
• Technical Skills:Strong technical skills, including proficiency in email, calendaring, and other office technologies.
• Ability to quickly learn and adapt to new technologies.
• Excellent research and information-gathering skills.