Executive Secretary
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Job Summary
The Executive Secretary provides high-level administrative support to senior management ensuring the smooth and efficient operation of executive-level functions. This role involves managing schedules coordinating meetings handling confidential correspondence preparing reports and presentations minutes of meeting and serving as a key point of contact between executives and internal/external stakeholders.
Main Roles and Responsibilities
Strategic Responsibilities
- Act as a trusted point of contact between executives and key stakeholders ensuring professional and timely communication.
- Support executives in tracking strategic priorities and following up on key initiatives.
- Assist in coordinating high-level meetings forums or delegations involving external entities or government bodies.
- Assist in monitoring progress on executive-led projects by following up with departments and ensuring deadlines are met
Operational Responsibilities
- Manage executive calendars schedule meetings and coordinate travel and logistics.
- Draft format and proofread official correspondence memos and documents.
- Organize and maintain filing systems including confidential records.
- Take minutes during meetings and ensure timely follow-up on action items.
- Handle phone calls emails and incoming requests with discretion and professionalism.
- Provide logistical and administrative support for events workshops and internal functions.
- Monitor office supplies and manage administrative tasks related to procurement and resource planning.
Other Responsibilities
- Help draft internal announcements newsletters or communications on behalf of executives.
- Ensure proper documentation of analysis reports and strategic initiatives.
- Coordinate and prepare materials for meetings involving data and performance review.
- Document and maintain records of continuous improvement processes and risk assessment methodologies.
Required Skillset/Competencies
Behavioral Competencies
- Professionalism and Discretion: Maintains confidentiality demonstrates integrity and handles sensitive information with maturity and trustworthiness.
- Communicates clearly and effectively both verbally and in writing and adjusts tone based on audience.
- Time Management: Prioritizes tasks efficiently manages competing deadlines and ensures timely execution of responsibilities.
- Ensures accuracy and consistency in documents correspondence and scheduling.
- Initiative and Proactiveness: Anticipates needs acts without being prompted and solves problems independently where appropriate.
- Interpersonal Skills: Builds strong working relationships with internal and external stakeholders and contributes to a collaborative environment.
Technical Competencies
- Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other administrative tools (e.g. SharePoint calendar apps).
- Skilled in drafting formatting proofreading and finalizing professional documents presentations and reports.
- Competence in organizing meetings preparing agendas taking minutes and ensuring timely follow-up on action items.
- Accuracy in handling data input management of contact lists and updating internal databases or systems
Qualifications and Experience
Required Qualifications
- Diploma or bachelors degree in business administration Office Management or a related field.
Key Skills
- Typing
- Clerical Experience
- Microsoft Publisher
- Microsoft Word
- Office Experience
- Personal Assistant Experience
- Microsoft Powerpoint
- Microsoft Excel
- Transcription
- Filing
- Administrative Experience
- Word Processing
