Executive Secretary/Executive Assistant

Responsibilities:

• Provide direct support to senior management, including scheduling and coordinating meetings to ensure smooth business operations.
• Prepare meeting materials, including creating presentations, writing reports, and accurately documenting meeting minutes.
• Follow up on senior management decisions and coordinate communication across different departments to ensure task execution aligns with set objectives.
• Manage sensitive information and confidential documents, ensuring they are securely stored and available when needed.
• Coordinate with external parties, such as clients or partners, organize official meetings, and professionally welcome and assist visitors.

Requirements:

• Qualifications: Degree in administration or a related field, with previous experience in executive secretarial or senior administrative support roles.
• Experience: At least 3 years in an executive secretarial role or similar position providing administrative support to senior management.
• Core Skills:
  • Excellent organizational and planning skills, with the ability to work under pressure and multitask.
  • Advanced communication skills, with the ability to interact politely and professionally, solve problems, and make quick decisions.
• Computer and Productivity Skills:
  • Proficiency in Microsoft Office, particularly:
    • Word: for editing and preparing reports and official documents.
    • Excel: for data analysis, creating spreadsheets, and providing simplified reports.
    • PowerPoint: for creating engaging and professional presentations.

Required Digital Skills:

• Mastery of email tools, such as Outlook, to efficiently manage incoming emails and communicate with teams and external parties.
• Skills in using scheduling and coordination software, like Outlook Calendar or Google Calendar, to organize appointments and meetings and remind senior management of key tasks.
• Experience with digital document management systems, such as SharePoint or Google Drive, for secure and flexible document storage and organization.
• Familiarity with project and task management software, such as Asana or Trello, for coordinating tasks and tracking progress across multiple projects.
• Ability to prepare basic data reports and analyses using software like Microsoft Power BI or Excel to deliver performance reports to senior management.
• Experience in designing surveys and questionnaires using Microsoft Forms or Google Forms to collect data and assess internal performance.