Secretary
Job Title: Secretary / Executive Assistant
Department: Administration
Reports To: Executive or Department Head
Job Summary:
The Secretary provides high-level, confidential administrative support to one or more executives. This role is pivotal in enhancing the executive's effectiveness by managing their schedule, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging meetings. The Secretary acts as a gatekeeper and a key representative of the executive.
Key Responsibilities:
- Executive Support:
- Manage the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
- Screen and direct phone calls, emails, and other correspondence, redirecting them when appropriate.
- Handle confidential documents and information with the utmost discretion.
- Communication & Liaison:
- Serve as a liaison between the executive and internal/external stakeholders.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Take minutes during high-level meetings and distribute them to relevant parties.
- Administrative Tasks:
- Organize and maintain the executive's filing and record-keeping systems.
- Prepare and process expense reports and invoices.
- Coordinate and plan for executive events, such as board meetings and luncheons.
- Office Management (Secondary):
- May oversee the work of other clerical staff and assist in general office management tasks.
Qualifications and Skills:
- High school diploma required; post-secondary certification in Office Administration or related field is preferred.
- Proven experience as a secretary, executive assistant, or personal assistant.
- Exceptional proficiency in MS Office Suite.
- Excellent verbal and written communication skills.
- Professional appearance and demeanor.
- Strong time-management skills and the ability to prioritize tasks effectively.
- A high degree of integrity and discretion in handling confidential information.
