Job Description:
We are seeking a highly organized and professional Executive Secretary to provide administrative and operational support to the executive team. The ideal candidate will act as a key point of coordination, ensuring smooth communication and efficient handling of tasks to support business operations.
Key Responsibilities:
1. Executive Support:
• Manage executives' schedules, appointments, and meetings.
• Handle incoming calls, emails, and correspondence on behalf of the executive.
• Organize travel arrangements, including flights, accommodations, and itineraries.
• Prepare reports, presentations, and executive briefs for key meetings.
2. Human Resources Support:
• Assist in recruitment processes, including posting job ads, scheduling interviews, and onboarding new hires.
• Maintain and update employee records, contracts, and attendance tracking.
• Coordinate employee training sessions, workshops, and performance evaluations.
• Address employee inquiries and support HR-related communications.
3. Administrative Duties:
• Oversee day-to-day office operations, ensuring a well-organized work environment.
• Manage office supplies, vendor relationships, and service contracts.
• Organize company events, meetings, and conferences, including logistics and communications.
• Draft and maintain company policies, procedures, and manuals.
4. Financial Assistance:
• Handle petty cash and expense reimbursements, ensuring accurate documentation.
• Assist in preparing budgets, invoices, and financial reports.
• Track and process payments, monitor deadlines, and maintain accurate records.
• Coordinate with the finance team for audits and compliance checks.
5. Coordination & Communication:
• Serve as the main liaison between the executive team, internal departments, and external stakeholders.
• Ensure timely communication and follow-up on action items.
• Screen and prioritize requests, ensuring efficient time management for executives.
6. Task & Project Management:
• Track project timelines and ensure deliverables are met.
• Conduct research and prepare background materials for projects and presentations.
• Handle ad hoc tasks and special projects as assigned by executives.
Qualifications:
• Bachelor’s degree in Business Administration, Human Resources, Finance, or a related field (preferred).
• Proven experience as an executive secretary, office manager, or similar role (3+ years).
• Knowledge of HR, administrative, and financial processes.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Highly organized, detail-oriented, and able to multitask efficiently.
• Strong problem-solving skills and ability to work independently.
• Professional demeanor with the ability to maintain confidentiality.
