Executive Secretary

SUMMARY

Responsible for supporting high-level executives and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

• Provide administrative and clerical support to departments or individuals.
• Schedule meetings and arrange conference rooms.
• Alert manager about cancellations or new meetings.
• Manage travel and schedule.
• Handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up.
• Prepare statistical reports.
• Greet and receive visitors.
• Prepare confidential and sensitive documents.
• Coordinate office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Takes and transcribes dictation.
• Help prepare office budget.
• Plan events and volunteer activities.
• Maintain office procedures.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operate office equipment, such as photocopy machine and scanner.
• Coordinate committees and task forces.
• Relay directives, instructions and assignment to executives.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain hard copy and electronic filing system.

• Minimum Degree or Diploma in a related field.
• Driving licence preferred.