Executive Assistant

Job Objective

The role involves managing office functions and performing secretarial tasks to support professional or management personnel, ensuring smooth day-to-day office operations. Responsibilities extend to managing correspondence, scheduling, record-keeping, and assisting in administrative decision-making processes as a senior-level secretary.

Main Responsibilities

• Draft and prepare routine correspondence, reports, meeting minutes, technical documents, and numerical data.
• Handle incoming mail by sorting, distributing, and associating it with relevant files or meeting materials.
• Assist with budget and financial report preparation; maintain timekeeping and personnel records.
• Develop and update office forms; suggest improvements to correspondence formats and procedures.
• Review and evaluate applications, petitions, and contracts to ensure compliance with requirements.
• Receive and screen visitors and phone inquiries, take messages, manage appointments, and provide operational information.
• Organize meetings, conferences, and travel arrangements; record minutes or audio from meetings for participant distribution.
• Proofread and edit documents for grammar, formatting, completeness, and clarity.
• Maintain office archives, logs, indexes, and electronic records accurately.
• Research and summarize relevant information from various sources for management.
• Manage office supplies by assessing needs and placing orders to maintain adequate inventory.
• Coordinate and oversee office support staff by relaying instructions and monitoring assignments.
• Analyze office operations to recommend efficiency improvements and propose equipment purchases.
• Comply with all applicable safety, quality, and environmental policies to maintain a safe workplace.
• Perform additional duties as assigned by supervisors.

Qualifications and Skills

• High school diploma or equivalent.
• Minimum four years of administrative support experience, including at least two years at an advanced secretarial level.
• Proficient knowledge of office procedures and standard computer software applications.
• Strong command of correct English grammar and usage.
• Ability to compose and organize letters, minutes, reports, charts, and spreadsheets professionally.