Job Description
As the Executive Secretary, you will provide comprehensive administrative and organizational support to the executive office, ensuring seamless day-to-day operations. You will act as a trusted liaison between the executive team and internal/external stakeholders, handling sensitive information with the utmost confidentiality. This role requires excellent communication skills, attention to detail, and the ability to prioritize tasks effectively to enable the executive team to focus on strategic initiatives
Comprehensive Administrative Support
- Proactively manage the executive’s calendar, including scheduling and prioritizing meetings, appointments, and events to optimize productivity.
- Prepare detailed and accurate agendas, briefing notes, reports, and presentations tailored to the executive’s needs.
- Screen and prioritize incoming correspondence (emails, letters, and calls), ensuring urgent matters are addressed promptly and appropriately.
- Maintain and organize confidential files, records, and documents, ensuring easy access while safeguarding sensitive information.
Meeting and Event Coordination
- Plan and coordinate meetings, both virtual and in-person, including booking venues, arranging catering, and preparing required materials.
- Oversee all technical and logistical arrangements for conferences and executive meetings, ensuring a seamless experience for attendees.
- Take accurate and detailed meeting minutes, distributing them to relevant stakeholders and following up on action items to ensure timely execution.
Stakeholder Engagement and Communication
- Act as the primary point of contact between the executive and internal/external stakeholders, fostering professional and effective relationships.
- Respond to inquiries on behalf of the executive, ensuring clear and professional communication that aligns with the organization’s tone and values.
- Liaise with clients, board members, and other senior leaders to facilitate smooth collaboration and relationship management.
Project Support and Coordination
- Assist in the planning, execution, and monitoring of special projects and initiatives led by the executive.
- Track project milestones and deliverables, providing regular updates to the executive to ensure alignment with organizational goals.
- Collaborate with cross-functional teams to streamline workflows and drive efficiency in administrative processes.
Office Operations Management
- Oversee the management of office supplies, technology, and resources to maintain a professional and efficient workspace.
- Handle travel arrangements, including booking flights, accommodations, and transportation, while preparing detailed itineraries.
- Manage all corporate ticket bookings by obtaining quotes from agencies and preparing the necessary approval forms.
- Monitor and process expense reports, invoices, and reimbursements, ensuring compliance with financial policies and procedures.
Professional Representation and Confidentiality
- Represent the executive office at internal and external functions, ensuring a polished and professional demeanor.
- Maintain strict confidentiality regarding sensitive business matters, employee information, and strategic initiatives.
- Uphold the organization’s mission, vision, and values in all interactions and communications.
