Job Description:
Provide comprehensive administrative support to executives or senior management, including scheduling appointments, managing calendars, making travel arrangements, and coordinating meetings and conferences.
Handle incoming and outgoing communications on behalf of the executives, including phone calls, emails, and written correspondence. Prioritize and respond to inquiries or delegate them to the appropriate individuals.
Prepare and edit various documents, reports, presentations, and correspondence. This may involve drafting letters, memos, agendas, meeting minutes, and other materials as required.
Organize and maintain confidential files, records, and documents. Ensure that information is easily accessible and appropriately secured. This may involve using digital systems or physical filing systems.
Conduct research and gather information on specific topics as directed by the executives. Summarize findings and present data clearly and concisely.
Arrange and coordinate meetings, including scheduling, preparing meeting agendas, booking meeting rooms, and arranging necessary equipment or catering. Attend meetings, take minutes, and distribute them to relevant parties.
Build and maintain professional relationships with internal and external stakeholders, such as clients, vendors, and staff members. Serve as a point of contact and facilitate communication between executives and others.
Maintain strict confidentiality of sensitive information and exercise discretion and professionalism when dealing with confidential matters.
Provide assistance on special projects or initiatives as assigned by the executives. This may involve conducting research, preparing reports, coordinating activities, and ensuring deadlines are met.
Assist executives in managing their time effectively, prioritizing tasks, and handling multiple projects simultaneously. Proactively identify and resolve scheduling conflicts or issues.
Oversee the smooth operation of the executive office, including ordering and maintaining office supplies, coordinating maintenance and repairs, and managing office budgets.
Handle various ad hoc administrative tasks and responsibilities as required, demonstrating flexibility and adaptability in a fast-paced environment.
Qualifications:
Degree in business administration or a related field.
Proven experience in an executive secretary or similar administrative role.
Proficiency in MS Office and "back-office" software.
Familiarity with basic research methods and reporting techniques.
Excellent organizational and time-management skills.
Outstanding communication and negotiation abilities.
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