Responsibilities
1. Maintain executive agenda and assist in scheduling appointments, board meetings, conferences, etc.
2. Attend meetings and take minutes
3. Answer and screen telephone calls and redirect when appropriate
4. Process and prioritize all outgoing or incoming correspondence (emails, letters, packages, etc.)
5. Arrange travel for executives
6. Handle confidential documents and ensure their security
7. Prepare invoices or financial statements and provide bookkeeping assistance
8. Monitor office supplies and negotiate terms with vendors to ensure the most cost-effective orders
9. Maintain electronic and paper records to ensure information is organized and easily accessible
10. Conduct research and prepare presentations or reports as required by assignment.
Requirements and Skills
1. Experience as an executive secretary or similar administrative position
2. Proficiency in MS Office and "back office" software (e.g. ERP)
3. In-depth knowledge of office administration and basic accounting procedures and technical vocabulary of related industries
4. Familiarity with basic research methods and reporting techniques
5. Excellent organizational and time management skills
6. Excellent communication and negotiation skills
7. Integrity and confidentiality.
