Executive Secretary

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Job Description

Roles & Responsibilities

Desired Candidate Profile

Manage Appointments: Coordinate executives' schedules, ensuring appointments are effectively organized and time is optimized.

• Organize Meetings: Arrange internal and external meetings, set times and locations, and prepare materials and agendas for meetings.
• Prepare Reports and Correspondence: Write routine reports and formal correspondence, organize files, and manage administrative documentation.
• Handle Calls and Messages: Answer phone calls, respond to emails, and forward messages to the relevant personnel or departments.
• Coordinate Travel Arrangements: Organize business trips, including flight bookings, accommodations, and preparing itineraries.
• Handle Visitor Coordination: Greet visitors, schedule meetings, and direct them to the appropriate executive or department.
• Prepare Presentations: Assist in creating presentations for executives and ensure they are ready for meetings or events.
• Monitor Documents and Procedures: Track the implementation of administrative tasks and ensure all documents and records are maintained accurately.

The Executive Secretary is an essential figure in allowing senior management to focus on strategic decision-making, while ensuring the smooth operation of day-to-day tasks within the organization.