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Title
Text copied to clipboard!Executive Secretary
Description
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We are looking for an Executive Secretary to provide high-level administrative support to our company's senior management team. The ideal candidate will be a highly organized, detail-oriented individual who is capable of managing multiple tasks simultaneously and with discretion. As an Executive Secretary, you will be responsible for preparing reports, handling correspondence, and scheduling meetings. You will also be tasked with organizing and maintaining files and records, planning and scheduling travel arrangements, and providing quality customer service. The role requires excellent communication skills, both written and verbal, and the ability to work under pressure. You should be proficient in office software, including MS Office, and have experience with scheduling tools. The successful candidate will demonstrate a proactive approach to problem-solving and the ability to handle confidential information with integrity. This position is pivotal in ensuring that the executive team's operations run smoothly and efficiently, enabling them to focus on strategic decision-making and leadership responsibilities.
Responsibilities
Text copied to clipboard!- Manage and maintain executives' schedules and appointments.
- Prepare reports, memos, letters, and other documents.
- Handle incoming emails, calls, and other communications.
- File and retrieve corporate documents, records, and reports.
- Greet visitors and determine whether they should be given access to specific individuals.
- Make travel arrangements for executives.
- Prepare agendas and make arrangements for committee, board, and other meetings.
- Conduct research and compile data to prepare documents for review and presentation by boards of directors, committees, and executives.
- Help prepare for meetings.
- Accurately record minutes from meetings.
- Coordinate project-based work.
- Review operating practices and implement improvements where necessary.
- Supervise and train lower-level staff.
- Handle confidential documents ensuring they remain secure.
- Prepare invoices, reports, memos, letters, financial statements, and other documents.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- Perform general office duties such as ordering supplies and maintaining records management database systems.
- Liaise with internal staff at all levels.
- Interact with external clients.
- Coordinate the flow of information both internally and externally.
Requirements
Text copied to clipboard!- Proven experience as an executive secretary or similar administrative role.
- Proficient in MS Office and back-office software.
- In-depth understanding of the entire MS Office suite.
- Ability to organize, multitask, prioritize, and work under pressure.
- High school degree; additional qualification as a personal assistant or secretary will be a plus.
- Excellent written and verbal communication skills.
- Discretion and confidentiality.
- High degree of attention to detail and discretion.
- Strong organizational and time management skills.
- Experience with office management systems and procedures.
- Strong problem-solving skills and analytical abilities.
- Professional level verbal and written communications skills.
- Ability to maintain a high level of accuracy in preparing and entering information.
- Excellent interpersonal skills.
- Ability to work on your own or in a team.
- Knowledge of clerical practices and procedures.
- Knowledge of business and management principles.
- Customer service orientation.
- Project management skills.
Potential interview questions
Text copied to clipboard!- Can you describe your experience with managing executive schedules?
- How do you handle confidential information?
- What strategies do you use to manage your tasks and prioritize your workload?
- Can you give an example of a time when you had to handle a difficult situation and how you resolved it?
- How proficient are you with MS Office and other office management software?
- Describe a time when you had to organize a large event or meeting. What was your approach?
- How do you ensure accuracy and attention to detail in your work?
- What do you believe is the key to effective communication with senior management and other stakeholders?
- How do you handle the pressure of tight deadlines?
- What is your experience with preparing financial reports and documents?