Job Position: Executive Secretary

Job Summary:

We are looking for a highly organized and proactive Executive Secretary to provide high-level administrative support to senior executives. The ideal candidate will manage schedules, handle confidential information, coordinate meetings and communications, and ensure the smooth operation of executive-level tasks. This role requires excellent communication skills, discretion, and the ability to multitask in a dynamic environment.

Duties and Responsibilities

• Scheduling and arranging important meetings and conferences whenever required;
• Receiving and screening phone calls and redirecting them when appropriate;
• Planning and organizing meetings with the clients and attending overseas conference calls;
• Giving presentations to the superiors about the working procedures, revenue generated expenses, human resource management, etc.;
• Preparing and maintaining the data shared between the departments and recording the information accordingly;
• Attending events and meetings on behalf of the managers and later briefing them about the same and recording it minutes;
• Handling confidential documents and ensuring they remain secure;
• Maintain electronic and paper records and ensure information is organized and easily accessible;
• Ensure timely execution of emails, letters & faxes.
• Respond to inquiries and resolve problems to level the work environment.
• Assists in the preparation and editing of proposals, reports, and other documents produced by the office.
• Ensuring that the organization’s policies, rules, and regulations are followed properly.
• Liaise with company clients, suppliers and vendors.
• Draft routine correspondences and respond to routine and administrative issues.
• Assist the General Manager in all Administrative tasks.
• Other tasks assigned by your immediate supervisor.

Requirements

Academic qualification 

• Bachelor’s degree in Business Administration, Management, or related fields. 

Skills & Abilities 

• Excellent organizational and time management skills
• Strong communication and interpersonal abilities
• Detail-oriented with a focus on accuracy
• Ability to multitask and prioritize effectively
• Proficiency in office software and technology
• Leadership and supervisory experience

Years of experience: 

• 4+ years of experience, and with 2+ years in an executive role.

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