Job brief
We are looking for a competent Executive Secretary to support highranking officials in our company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks.
Executive secretaries must be quick professionals with great timemanagement and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying about other tasks.
The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.
Responsibilities
- Maintain the executive’s agenda and assist in planning appointments board meetings conferences etc.
- Attend meetings and keep minutes
- Receive and screen phone calls and redirect them when appropriate
- Handle and prioritize all outgoing or incoming correspondence (email letters packages etc.)
- Make travel arrangements for executives
- Handle confidential documents ensuring they remain secure
- Prepare invoices or financial statements and provide assistance in bookkeeping
- Monitor office supplies and negotiate terms with suppliers to ensure the most costeffective orders
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Conduct research and prepare presentations or reports as assigned
Requirements
- Proven experience as executive secretary or similar administrative role
- Proficient in MS Office and backoffice software (e.g. ERP)
- Indepth 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 timemanagement skills
- Outstanding communication and negotiation abilities
- Integrity and confidentiality
- Degree in business administration or relative field
Skills
MS Office, ERP, back-office, vendor negotiating skill, time management, research skill
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