EXCUTIVE SECRETARY

Job Description

Job Description

An Executive Secretary who is competent, professional who supports high-ranking officials by organizing schedules, attending meetings, managing correspondence, and performing various administrative tasks. possess excellent time-management and organizational skills, proficiency in office software, and a strong understanding of business administration responsible for supporting the daily job duties of a company Executive or Administrator.

Duties and Responsibilities.

• Answering phones and directing the calls to the correct people
• Greeting visitors and directing them to the appropriate place
• Managing multiple or complex calendars for meetings, travel and personal commitments
• Making travel arrangements for in-office professionals and a special visitor
• Sitting in on meetings to take minutes
• Creating memos, reports and agendas as needed
• Negotiating with suppliers and vendors to gather quotes, order supplies and maintain office inventory
• Preparing financial statements, invoices, letters and statements
• Disseminating memos, reports and other information to relevant colleagues

• Excellent time management and organization skills, especially the ability to prioritize and multitask
• Effective and professional communication abilities, including being able to communicate with all levels of employees, vendors and clients or guests
• Professional writing capabilities, including emails, memos, letters and other industry-related reports, documents and correspondence
• Project management skills, like goal-setting, budget management and planning
• Great customer service and interpersonal skills
• Good computer skills, including basic troubleshooting skills and
• Familiarity with word processing software for creating and contributing to spreadsheets,
• drafting and sharing documents and creating engaging and informative presentations
• In-depth understanding of the industry or office they work in.

      Requirements and skills.

• Proven experience as executive secretary.
• Proficient in MS Office and “back-office” software (e.g. ERP)
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality
• Degree in business administration or relative field.
• Knowledge of industry-specific regulations or compliance requirements

    Qualification Required

• Bachelor’s degree in Business Administration, Management, or a related field.
• Certification in office administration or executive assistance.