Executive Secretary

Job Summary

The Executive Secretary will deliver senior-level administrative support to leadership, helping keep day-to-day operations running smoothly, communications organized, and workflows well coordinated. The position calls for professionalism, confidentiality, and the ability to juggle several priorities in a busy environment.

Key Responsibilities

• Oversee demanding calendars, organize meetings, and handle travel arrangements from start to finish.
• Draft, revise, and present correspondence, presentations, and reports in a polished format.
• Receive, sort, and address queries from executives and stakeholders based on priority.
• Coordinate internal and external meetings, events, and conferences.
• Keep files, records, and sensitive information organized, secure, and accurate.
• Prepare meeting agendas, record minutes, and follow up on assigned action points.
• Work with internal departments and outside partners to ensure tasks are completed on time.
• Assist with special assignments and cross-functional initiatives when required.
• Track office workflow and help improve efficiency across administrative processes.

Required Qualifications

• Between 5 and 7 years of experience in executive support or administrative roles.
• Strong capability in managing calendars, travel planning, and professional correspondence.
• Excellent spoken and written communication skills.
• Proven ability to deal with confidential matters responsibly and with integrity.

Preferred Qualifications

• Background supporting senior or C-level executives.
• Experience in coordinating projects and planning events.
• Advanced proficiency in MS Office applications, including Word, Excel, PowerPoint, and Outlook, plus other productivity tools.
• Ability to work well in a fast-moving, deadline-focused setting.

Skills and Competencies

• Strong organization and time management
• High attention to detail and accuracy
• Proactive problem-solving and decision-making
• Professional conduct, discretion, and good judgment
• Team collaboration and interpersonal effectiveness

Education and Certifications

• A bachelor’s degree in Business Administration, Communications, or a closely related discipline is preferred.
• Administrative management or office administration certifications are considered an advantage.