Executive Secretary

(Hiring on behalf of our client)

Job Summary

The Executive Secretary provides high-level administrative and secretarial support to the Managing Director, ensuring the smooth operation of the executive office. This role requires handling confidential information, managing schedules, coordinating meetings and travel arrangements, and ensuring efficient office administration. The ideal candidate must demonstrate strong organizational skills, attention to detail, and professionalism in managing executive tasks.

Key Responsibilities

• Provide administrative and secretarial support to the Managing Director.
• Draft, edit, and transcribe correspondence, reports, meeting minutes, and other documents with high accuracy.
• Manage schedules, appointments, and meetings, ensuring optimal time management for the Managing Director.
• Arrange and coordinate travel schedules, bookings, and reservations.
• Operate office equipment, including computers, fax machines, photocopiers, and communication systems.
• Sort and prioritize incoming and outgoing mail, ensuring timely communication.
• Handle confidential information with discretion and maintain organized records and files.
• Receive and screen visitors, clarify inquiries, and schedule appointments.
• Prepare meeting agendas, gather necessary materials, and take accurate meeting minutes.
• Answer and direct phone calls, take messages, and ensure smooth communication flow.
• Supervise and coordinate tasks assigned to administrative support staff, ensuring efficiency and accuracy.
• Maintain a tidy and professional office environment at all times.
• Monitor office supplies and ensure proper inventory management.
• Perform other related administrative duties as assigned.

• Bachelor’s degree in Secretarial Science, Office Administration, Business Management, or a related field.
• Minimum of 4 years of experience in a senior executive assistant or secretarial role.