Executive Secretary

Job Description

<p><strong>Our team is looking for an Executive Secretary to support our operations and ensure a smooth business flow. The chosen candidate will be responsible for the following:</strong></p><p><strong>&nbsp;</strong></p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Answering calls, taking messages, and handling correspondence.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Approaching external entities for office personnel</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Arranging appointments</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Typing, preparing, and collating reports.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Organizing and servicing meetings (producing agendas and taking minutes)</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Managing&nbsp;the office database</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Organizing and scanning files</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Follow up with the office task plan, update deadlines on the tasking system, and report plan modifications.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Conduct research requested by upper management.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Implementing new procedures and administrative systems</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Coordinating mail blasts and similar publicity tasks</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Logging or processing expenses and income.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Acting as a receptionist and greeting clients.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Manage and maintain executives’ schedules.</p><p><span>&nbsp;</span></p><p><span>Job Requirements</span></p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Good communication and customer service skills.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Team-working skills.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Organization and time management skills.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Attention to detail.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Negotiation skills.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Assertiveness.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Flexibility.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Tact, discretion, and diplomacy.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Proactive thinker.</p><p>·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;The ability to use standard software packages (e.g. Microsoft Office).</p><p><br></p>