Key Responsibilities:

• He/She 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 time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for 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.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations for executives. Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Maintain 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 (e-mail, 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 cost-effective orders
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned