Executive Secretary

Provides high-level administrative support and assistance to the Regional General Manager and/or other assigned leadership team.
Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
Arranges travel and accommodations for executives.
Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
Performs additional duties as assigned by executives.
Performs other related duties as assigned.
1. Administrative Support:
Calendar and Schedule Management: Organize and maintain the executive's calendar, scheduling meetings, appointments, and travel arrangements. Ensure that the executive is well-prepared for all appointments and engagements.
Communication Management: Handle incoming and outgoing communications, including emails, phone calls, and written correspondence. Screen calls and respond to inquiries on behalf of the executive.
Document Preparation: Draft, proofread, and edit documents, reports, presentations, and memos. Ensure that all documents are well-organized, accurate, and meet the required format.
Filing and Record-Keeping: Maintain an organized filing system, both digital and physical, to store important documents and records related to meetings, reports, and administrative tasks.
2. Meeting and Event Coordination:
Meeting Scheduling: Coordinate and schedule internal and external meetings, ensuring all necessary participants are available and prepared. This may include booking conference rooms, setting up virtual meetings, and preparing agendas.
Taking Meeting Minutes: Attend meetings with the executive to take minutes and document key decisions and action items. Distribute meeting minutes to relevant stakeholders in a timely manner.
Event Planning: Assist with organizing company events, conferences, seminars, or executive functions, including logistics, invitations, venue selection, and coordination of any special requirements.
3. Travel Arrangements:
Travel Planning: Make travel arrangements, including flight bookings, hotel accommodations, ground transportation, and visa requirements for the executive.
Itinerary Management: Create and manage detailed itineraries, ensuring that the executive has all necessary information about meetings, transportation, and accommodations.
Expense Reporting: Assist with the preparation of travel expense reports and reconcile travel expenses, ensuring that they align with company policies.

Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Ability to function well in a high-paced and at times stressful environment.
Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
Able to type minimum of 50 words per minute.
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
1. Organizational Skills:
Time Management: Ability to prioritize tasks and manage multiple responsibilities efficiently, ensuring deadlines are met.
Attention to Detail: Accuracy in scheduling, document preparation, and communication is essential. The Executive Secretary must maintain a high standard of organization in all tasks.
2. Communication Skills:
Verbal and Written Communication: Strong writing and speaking skills are critical for drafting emails, memos, reports, and interacting with clients, employees, and external stakeholders.
Interpersonal Skills: A high level of professionalism, tact, and diplomacy in communication is required, as the Executive Secretary often represents the executive in external and internal communications.
3. Technology Proficiency:
Software Skills: Proficiency in office software, such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and any industry-specific tools used for scheduling, communication, and document management.
Basic IT Skills: Comfortable with office technology, including managing digital files, using teleconference software (e.g., Zoom, Microsoft Teams), and troubleshooting minor office equipment issues.
4. Discretion and Confidentiality:
Trustworthiness: The ability to handle sensitive and confidential information with integrity is paramount. The Executive Secretary often has access to executive-level correspondence, contracts, and private matters.
Professionalism: Maintaining a high level of professionalism at all times, particularly in the presence of senior management, external clients, or business partners.