Executive Secretary
Job Title: Executive Secretary
Department: Executive Office / Administration
Reports To: Chief Executive Officer (CEO) / Managing Director (MD)
Job Purpose:
To provide comprehensive, high-level, and confidential secretarial and administrative support to a senior executive (e.g., CEO, MD). The role demands exceptional organizational skills, discretion, and professionalism, acting as the primary point of contact between the executive and both internal and external stakeholders. The Executive Secretary will ensure the smooth and efficient operation of the executive's office, managing a wide range of complex tasks to support the strategic and operational objectives of the organization.
Key Responsibilities:
Executive Support & Diary Management:
- Proactively manage the executive’s complex and dynamic diary, scheduling appointments, meetings, and travel, while anticipating conflicts and prioritizing commitments.
- Act as a "gatekeeper," managing access to the executive and filtering requests for time and information.
- Prepare the executive for all meetings and engagements, providing necessary briefing materials, agendas, and background information well in advance.
- Handle confidential and sensitive information with the utmost discretion and integrity.
Communication & Correspondence:
- Act as the first point of contact for the executive, screening and managing telephone calls, emails, and postal correspondence with professionalism and diplomacy.
- Draft, proofread, and edit a wide range of documents, including reports, presentations, memos, and confidential correspondence, ensuring accuracy and a high standard of presentation.
- Liaise effectively with board members, senior managers, clients, and other external stakeholders on behalf of the executive.
Meeting & Event Coordination:
- Organize and coordinate high-level meetings, including Board meetings, committee meetings, and senior management team meetings.
- Prepare and distribute agendas, collate and circulate papers, and take accurate minutes, capturing key decisions and action points.
- Make all necessary arrangements for meetings, including venue booking, catering, and technology setup (e.g., video conferencing).
- Coordinate complex travel itineraries, including international flights, accommodation, and ground transportation.
Administrative Management:
- Establish and maintain an efficient filing and document management system (both electronic and paper-based) for the executive's office.
- Process expenses, manage invoices, and oversee the department's budget tracking in liaison with the finance department.
- Undertake specific project work and research as directed by the executive, compiling data and preparing summary reports.
- Ensure the executive's office operates efficiently, ordering supplies and managing administrative processes.
Strategic Support:
- Provide a bridge for communication between the executive's office and internal departments, ensuring consistent and timely information flow.
- Represent the executive and the organization in a professional manner, upholding its values and reputation at all times.
- Identify and implement improvements to administrative processes to enhance efficiency within the executive office.
Person Specification:
- Essential Qualifications:
- Educated to A-level standard or equivalent; a relevant secretarial or business administration qualification is highly desirable.
- Experience:
- Proven experience as a Personal Assistant, Executive Assistant, or Executive Secretary supporting C-level executives.
- Experience in a fast-paced, professional corporate environment.
- Skills & Knowledge:
- Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Exemplary verbal and written communication skills.
- High level of discretion and confidentiality.
- Proactive, resourceful, and able to use initiative to solve problems.
- Professional telephone manner and interpersonal skills.
- Minute-taking experience at a senior level.
