Careers/Executive Secretary

Executive Secretary

Summary/Objective

The executive secretary provides high-level support to company executives in the administration of the duties assigned to the position. The executive secretary must be a trusted confidant with exceptional communication and diplomacy skills.

Essential Job Functions

  • Manage & maintain executives’ schedules
  • Answer phone calls and direct calls to appropriate parties or take messages
  • Set up and prepare for meetings and events
  • Assist in seasonally decorating the office and managing these activities
  • Prepare and distribute company communications as requested by management
  • Perform general office duties such as ordering supplies, promotional materials, and company attire.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
  • Open, sort & distribute incoming correspondence, including mail and emails
  • Develop document control procedures, schedule and manage document destruction, digitize permanent records
  • File and retrieve corporate documents, records, and reports
  • Greet visitors and determine whether they should be given access to specific individuals
  • Prepare responses to correspondence containing routine inquiries
  • Make and maintain travel accommodations as needed for individuals
  • Maintain company travel calendar
  • Organize multiple company meetings and holiday parties
  • Review and maintain the company directory
  • Assist in various other duties such as prepare requisitions and purchase orders, process customer incoming payments and complete monthly regulatory reports
  • Assist in additional duties and responsibilities that may be required by management

Knowledge, Skills & Abilities:

  • Organizational skills and attention to detail
  • Verbal and written communication skills
  • Time management skills with a proven ability to meet deadlines
  • Working knowledge of computer programs, such as Word, Excel & PowerPoint.

Required Education and Experience:

  • High school diploma. Associates degree preferred.
  • Minimum of 3-5 years of related experience.

Careers

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