Job Description

As an Executive Secretary, you are the right hand of a senior manager or executive director within an organization. You play a crucial role in supporting the daily activities of the executive and contribute to the efficient functioning of the office environment.

As an Executive Secretary, you support the organization’s executive leader and help ensure the smooth operation of the office. You play an important role in managing time, information, and communication to optimize the executive’s productivity.

Responsibilities

Calendar Management: Managing the executive’s calendar, including scheduling meetings, appointments, and business trips.

Correspondence: Handling emails, phone calls, and other communications on behalf of the executive, ensuring timely and appropriate responses.

Document Management: Drafting, editing, and archiving business documents, reports, and presentations.

Travel Arrangements: Planning and coordinating travel arrangements, including flights, accommodations, and transportation.

Minute Taking: Taking minutes during meetings, conferences, and other gatherings, and preparing summaries and action points.

Administrative Support: Assisting with administrative tasks such as managing expense reports, processing invoices, and maintaining records.

Confidentiality: Ensuring strict confidentiality of sensitive information and documents.

Facility Management: Coordinating office supplies, facilities, and services to ensure a well-functioning workplace.

Communication: Acting as a liaison between the executive and internal/external stakeholders, ensuring clear and effective communication.

Prioritization: Assessing the urgency and importance of tasks and setting priorities in consultation with the executive.

Project Support: Providing support for specific projects and initiatives, such as event planning and project coordination.

Requirements

Age: 25 years and older

Work Experience: Minimum of 1–2 years in a Personal Assistant role

Availability: Monday to Friday from 08:00 AM to 4:30 PM

• Diploma in administration, secretarial studies, or a related field
• Experience as an Executive Secretary or in a similar support role
• Excellent organizational skills and attention to detail
• Strong verbal and written communication skills
• Ability to work with confidential information and data
• Proficiency in office technology and software, such as MS Office
• Efficiency and multitasking ability to handle various tasks and responsibilities
• Proactive attitude and ability to work independently
• Customer-oriented and professional demeanor when interacting with internal and external contacts

As an Executive Secretary, you support the organization’s executive leader and contribute to the efficient functioning of the office. You play a key role in managing time, information, and communication to optimize the executive’s productivity.

• Ability to give full attention to what others are saying and actively look for ways to help people
• Ability to adapt actions in relation to others’ actions and to manage your own time and the time of others

Competencies

Integrity — The position requires honesty and ethical behavior.

Attention to Detail — The position requires careful handling of details and thoroughness in completing tasks.

Reliability — The position requires dependability, responsibility, and fulfilling commitments.

Collaboration — The position requires friendly and cooperative behavior toward others in the workplace and a good-natured, team-oriented attitude.

Compassion for Others — The position requires sensitivity to the needs and feelings of others, as well as understanding and helpful behavior at work.

Benefits