Executive Secretary

Job Summary:

The Executive Secretary plays a pivotal role in ensuring the smooth functioning of the executive office. This position provides high-level administrative support to the CEO and senior leadership team, manages office operations, and coordinates interdepartmental tasks to ensure efficiency, confidentiality, and alignment with organizational priorities.

Key Responsibilities:

Executive Support & Administration

• Coordinate and schedule meetings, interviews, and manage the executive’s calendar with accuracy.
• Prepare and draft official correspondence, internal memos, executive reports, and presentations.
• Manage incoming and outgoing communications (emails, letters, calls), ensuring timely and appropriate responses.
• Arrange travel plans, accommodations, transportation, and hospitality logistics for executives and guests.
• Prepare agendas, take minutes, and track follow-ups for executive and board-level meetings.
• Maintain the confidentiality of sensitive information and act with a high level of discretion.
• Assist in strategic planning tasks, follow-ups, and reporting for executive leadership.

Office Management & Operations

• Oversee day-to-day office operations and ensure efficient workflows across all departments.
• Develop and implement filing systems and documentation controls for improved information retrieval.

Team & Internal Coordination

• Supervise and mentor administrative staff to ensure optimal performance and continuous improvement.
• Coordinate with department heads to follow up on tasks assigned by the CEO and ensure timely execution.
• Organize and manage VIP visits, staff meetings, and communication across departments.
• Coordinate office security access, seating assignments, and emergency preparedness plans.

Qualifications:

• Bachelor’s degree in Business Administration, Office Management, or a related field.
• Minimum 4–6 years of experience in a similar executive-level administrative role.
• Proven experience in managing office operations and providing executive support.
• Strong understanding of corporate protocol and executive-level communication.
• Experience in working with cross-functional teams and senior leadership.
• Familiarity with office management tools, document control systems, and internal coordination processes.
• Professional appearance and behavior, with a high degree of reliability and integrity.