Executive‌ ‌Secretary
Job Description Template

Executive‌ ‌Secretary Job Description Template - Jobsoid

Job Overview

We are looking for an efficient and enthusiastic  Executive Secretary to join our company immediately. You should be able to handle the Executive’s daily activities smoothly. Besides, you will be preparing minutes, memos, and agendas. 

You should own excellent communication and negotiation skills. Moreover, you should be able to liaise between employees, clients, and suppliers. As an Executive Secretary, you should have an eye for detail and the ability to proofread documents and emails.

As a part of this job role, you should maintain a detailed record of all correspondence and redirect important messages to the Executive. Furthermore, you should have the ability to maintain the confidentiality of any sensitive information. 

If you can offer excellent administrative and clerical skills, then do get in touch with us. We would love to hear from you. 

Responsibilities

  • Creating, managing, and updating the day-to-day schedule of the Executive

  • Scheduling and prioritizing important Executive meetings

  • Making travel arrangements and handling Executive’s phone calls

  • Redirecting important phone calls and urgent emails to the Executive

  • Handling and filing important and confidential documents

  • Liaising between the Executive and staff members

  • Writing down minutes of the meetings

  • Preparing presentations and reports

  • Maintaining detailed and accurate records of all correspondences

  • Negotiating contract terms and quotes with vendors and suppliers

  • Processing invoices

  • Communicating any urgent appointments or cancellations to the Executive

  • Greeting and assisting visitors/customers

  • Taking dictations

  • Planning office activities and events

  • Proofreading and compiling documents and reports

  • Monitoring and maintaining office supplies

  • Preparing memos and letters 

  • Maintaining and updating the filing system

  • Preparing company expense and budget reports

Requirements

  • Bachelor’s degree in Business Administration, Business Management or a related field

  • Proven work experience as an Executive Secretary or a similar position in the Administrative department

  • Detail-oriented individual 

  • Excellent time management and organizational skills

  • Proficiency in Microsoft Office

  • Good analytical and problem-solving skills

  • Good communication and negotiation skills

  • Ability to multitask and prioritize tasks

  • Ability to work independently

  • Reliable and highly motivated individual 

  • Ability to conduct in-depth research

  • Ability to offer improved customer service

  • Ability to work under pressure and in a fast-paced environment

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