Executive Secretary
1 week ago
Job Summary
We are seeking a highly organized and detail-oriented Executive Secretary to provide comprehensive administrative support to the Director/Executive Director. The ideal candidate will excel in multitasking, possess excellent communication skills, and have a strong attention to detail.
Key Responsibilities
- Calendar Management: Proactively manage and prioritize the Executive Director's meetings and appointments, ensuring efficient use of their time.
- Written Communication: Draft, proofread, and edit a variety of documents, including correspondence, contracts, meeting minutes, reports, speeches, and presentations.
- Meeting Coordination: Organize and attend meetings, take detailed minutes (when applicable), and ensure prompt and accurate dissemination of communications from Senior Management to internal and external parties.
- Event Planning: Lead or actively participate in the planning and execution of business conferences, luncheons, and dinners involving internal and external stakeholders.
- Project Management: Manage and maintain Senior Management's special and strategic projects, handling confidential information.
- Team Collaboration: Lead and collaborate with cross-divisional teams on special projects, ensuring effective communication and project completion.
- Onboarding Support: Facilitate a smooth onboarding process for top executives and new joiners within the Division, including coordinating logistics and necessary resources.
- Travel Planning: Manage travel arrangements for the Executive Directors, including itinerary planning, accommodation, transportation, and expense reporting.
- Driver Liaison and Vehicle Management: Coordinate with drivers and oversee vehicle maintenance to ensure the Director/Executive Director transportation needs are met efficiently and safely.
Requirements
- Bachelor's degree/Diploma in a relevant field preferred.
- Proven experience as an Executive Assistant or Personal Assistant to senior executives.
- Exceptional written and verbal communication skills.
- Proficiency in Microsoft Office Suite and other relevant software.
- Strong organizational and time management skills.
- Ability to handle confidential information with discretion.
- Excellent problem-solving and decision-making abilities.
- Flexibility to adapt to changing priorities and work under pressure.
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