Administrative Support:

• Manage and maintain the executive's schedule, including appointments, meetings, and travel arrangements.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Prepare and edit documents, reports, and presentations.

Meeting Coordination:

• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Ensure meeting logistics are handled, such as room bookings, equipment setup, and catering arrangements.

Travel Management:

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Prepare and manage travel expense reports and reimbursements.

Document Management:

• Maintain and organize confidential files and records, ensuring they are up-to-date and easily accessible.
• Handle document filing, retrieval, and archiving.

Communication:

• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Facilitate effective communication by screening calls, emails, and requests, and responding on behalf of the executive when appropriate.
• Draft, review, and send communications on behalf of the executive.

Project Assistance:

• Assist in the planning and execution of special projects and initiatives led by the executive.
• Conduct research and gather information as needed for various projects and reports.

Office Management:

• Ensure the executive's office runs smoothly by managing supplies, equipment, and office maintenance.
• Coordinate with other administrative staff to ensure a cohesive and efficient office environment.

Event Planning:

• Organize company events, meetings, and functions as required, including logistics, invitations, and event coordination.
• Assist in preparing materials and presentations for events.

Confidentiality:

• Handle sensitive information with the utmost discretion and maintain confidentiality at all times.

Education:

• Associate's or bachelor’s degree in Business Administration, Office Management, or a related field preferred.

Experience:

• 3+ years of experience as an executive secretary or in a similar high-level administrative role.
• Experience in managing executive schedules and handling confidential information.

Skills:

• Excellent organizational and time-management abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management software and tools.
• Strong attention to detail and accuracy.

Attributes:

• Ability to work independently and prioritize multiple tasks effectively.
• Professional demeanor and strong interpersonal skills.
• High level of integrity and discretion in handling confidential information.
• Proactive and resourceful problem-solving skills.
• Flexibility and adaptability to changing demands.

Working Conditions:

• This position involves working in an office environment.
• May require occasional travel or overtime to accommodate executive needs and deadlines.
• Flexibility to work outside regular business hours as needed to support the executive's schedule.