Executive Secretary

Job Summary:  The Executive Secretary’s main responsibility is responsible for providing assistance to the Managing Director, providing some general office management, and meeting and event coordination. Essential Duties and Responsibilities: • Provides comprehensive support services to the Managing Director that ensures a professional, responsive and effective experience with the organization as a whole. • Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. • Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism. Responsibilities: • Maintain executive’s agenda and assist in planning appointments, board meetings, conferences, etc. • Be representative of the Managing Director as assigned. • Receive and screen phone calls and redirect them when appropriate. • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.). • Make travel arrangements for executives. • Handle confidentiality and use a high degree of discretion. • Accurately track expenses for the Managing Director by managing credit cards and receipts. Processe and submit receipts accurately and on schedule. • Maintain electronic and paper records ensuring information is organized, easily accessible and secure. • Prepare presentations or reports as assigned. • Other duties as assigned.

• Proven experience as executive secretary or similar administrative role • Proficient in MS Office • Strong English verbal and writing communication skills • Excellent organizational and time-management skills • Outstanding communication and negotiation abilities • Integrity and confidentiality • Degree in business administration or relative field