Job Description

We are seeking a highly organized and professional

Executive Secretary

to provide comprehensive administrative support to senior management. Responsibilities include managing calendars, coordinating meetings and travel, preparing reports, handling confidential correspondence, and liaising with internal and external stakeholders. The ideal candidate will have excellent communication skills, strong attention to detail, and proficiency in MS Office. Prior experience in an executive support role is preferred.

Key Responsibilities:

Managing the executive's calendar, scheduling meetings, and coordinating appointments. Handling phone calls, emails, correspondence, and other communications on behalf of the executive. Preparing reports, memos, letters, and other documents. Maintaining organized filing systems (both digital and physical). Preparing agendas, taking minutes, and distributing meeting notes. Ensuring executives are well-prepared with necessary documents and briefings. Acting as the point of contact between executives, staff and clients. Handling confidential information with discretion. Screening and prioritizing communication to ensure urgent matters are addressed promptly. Monitoring deadlines and following up on pending matters. Coordinating with other departments to ensure smooth workflow. Assisting in preparing presentations, proposals, and reports for executives. Handling sensitive information with a high degree of confidentiality. Supporting executives in decision-making by providing background research and summaries. Anticipating needs of the executive and proactively managing priorities.

Qualifications:

Bachelor's degree in Business Administration, Management, Secretarial Studies, or related field (preferred). Diploma or certification in office administration, executive assistance, or secretarial practice (acceptable for some roles). Proven experience (3-5 years) as an Executive Secretary, Executive Assistant, or similar administrative role. Experience in supporting senior management or executives is highly desirable. Familiarity with corporate office practices and professional communication. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). Strong typing, formatting, and document preparation skills. Knowledge of office equipment and administrative systems. Familiarity with digital tools (calendar management, video conferencing, collaboration software like MS Teams/Zoom).
Job Type: Full-time