The Executive Secretary plays a crucial role in supporting senior management by ensuring efficient administrative operations and effective communication within the organization. This position involves managing schedules, coordinating meetings, and handling correspondence to facilitate seamless workflow. The Executive Secretary also assists in project management and provides essential support for various initiatives, fostering collaboration among teams. By building strong relationships with internal and external stakeholders, the Executive Secretary contributes to the overall success and productivity of the organization.

Responsibilities

• Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
• Preparing the agenda, calling, scheduling, and preparing for meetings that are requested by the chairman or any of the board members.
• Proper follow-up on the board meetings and events calendar and sending out reminders.
• Attending meetings whenever it is required and taking the necessary minutes of those meetings.
• Receiving all types of correspondents, summarizing them, and preparing for replies as per concerned board member advice and notes.

Qualifications

• Bachelor’s Degree in Business Administration or Professional Secretarial Certification
• 8-10 years of relevant experience, with at least 5 years as an executive secretary to senior management.
• Proficient in business writing (emails, letters, memos, etc.)
• Excellent calendar management skills, including the coordination of complex executive meetings
• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook
• Experience scheduling travel arrangements for management
• A bilingual candidate is required.