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Executive Secretary
2 weeks ago
SUMMARY OF ROLE:
Providing administrative support and performing numerous secretarial duties including scheduling appointments, arranging meetings, writing correspondence, editing, emailing, handling visitors (internal and external), routing callers & all routine correspondence, handling incoming/ outgoing local & long distance calls, answering questions & requests, and follow up with stakeholders. Moreover, to facilitate all requirements, ensuring optimal utilization of time. The Executive Secretary handles sensitive and confidential information, makes independent decisions, and exercises judgment in handling day-to-day tasks.
Responsible for managing and coordinating various administrative tasks, ensuring the smooth functioning of the department, and acting as a liaison between the department and internal/external stakeholders.
KEY RESPONSIBILITIES:
Administrative Support
• Manage and maintain the calendar, schedule appointments, meetings, and travel arrangements.
• Prepare agendas, presentations, reports, and other documents for meetings.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Review, prioritize, and distribute documents and materials.
• Follow up on action items from meetings and ensure timely completion.
Communication and Coordination
• Serve as the primary point of contact for screening calls, inquiries, and requests.
• Maintain effective communication with internal departments, external clients, and stakeholders.
• Facilitate communication with staff members, relaying messages and directives accurately.
Information Management
• Organize and maintain electronic and physical files, documents, and records.
• Conduct research, gather data, and prepare reports or presentations as required.
• Maintain confidentiality of sensitive information and exercise discretion in handling confidential matters.
• Stay updated with organizational policies, procedures, and industry developments.
Meeting and Event Management
• Coordinate and arrange meetings, conferences, and special events.
• Prepare meeting agendas, compile necessary materials, and record minutes.
• Arrange logistics, including venue selection, catering, and audiovisual setup.
• Assist in organizing events, seminars, and conferences.
Office Management
• Ensure the smooth operation of the office.
• Coordinate with IT and support staff to resolve office-related issues.
Relationship Management
• Build and maintain strong relationships with internal and external stakeholders.
• Interact professionally and courteously with clients, visitors, and personnel at all levels.
• Handle requests and inquiries promptly and professionally.
Special Projects
• Assist with special projects, research initiatives, and ad-hoc assignments as required.
• Undertake additional responsibilities and support other team members when necessary.
• Act as a liaison between the office and various business functions.
Requirements
• Bachelor's Degree.
• Minimum of 5 years of experience as an executive secretary, administrative assistant, or similar role.
