Job brief

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We are looking for a competent Executive Secretary to support high-ranking 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 time-management and multitasking abilities.

Responsibilities

• 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

Requirements

• Proven experience as executive secretary or similar administrative role

• Proficient in MS Office and “back-office” software

• In depth 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 time-management skills

• Outstanding communication and negotiation abilities

• Integrity and confidentiality

• Degree in business administration or relative field - advantage