Office Secretary

Job Description Overview

An Office Secretary for Executives provides administrative support to top-level executives, ensuring their day-to-day operations run smoothly. This role requires exceptional organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Key Responsibilities
Manage Schedules: Maintain and organize executives' calendars, including scheduling appointments, meetings, and travel arrangements.

Correspondence Handling: Draft, review, and manage emails and other forms of communication, ensuring timely responses and proper documentation.

Meeting Coordination: Plan, coordinate, and attend meetings, taking detailed minutes and ensuring follow-up on action items.

Document Preparation: Prepare various documents, reports, presentations, and correspondence as needed.

Travel Arrangements: Plan and book travel, including flights, accommodations, and itineraries for executives.

Record Keeping: Maintain accurate and organized records, files, and databases essential for efficient office operations.

Office Management: Oversee office supplies and equipment, ensuring availability and proper functioning at all times.

Confidentiality: Handle sensitive and confidential information with the utmost discretion and integrity.

Project Assistance: Assist with special projects and initiatives as directed by executives.

Qualifications and Skills
Education: Bachelor's degree in Office Management, or a related field.

Experience: Proven experience (3-5 years) in an administrative or secretarial role, preferably supporting high-level executives.

Technical Skills: Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with office equipment.

Communication Skills: Strong written and verbal communication skills with the ability to interact professionally with diverse groups.

Organizational Skills: Exceptional time-management and organizational abilities.

Attention to Detail: High level of accuracy in tasks and attention to detail.

Problem-Solving: Ability to proactively address issues and find efficient solutions.

Discretion: Demonstrated ability to handle confidential and sensitive information