Executive Secretary

Job Description

Company Introduction

Job Responsibilities and Duties

• Handle a variety of administrative and secretarial tasks;
• Prepare, type, revise, and format reports and documents;
• Organise and file documents, enter data, and manage databases;
• Coordinate with internal departments and handle public communications;
• Direct internal and external calls, emails to designated departments;
• to the appropriate departments;
• Organise and schedule appointments, meetings, and events;
• Keep track of office supplies and place orders for replacements when needed;
• Assist with tasks such as photocopying, scanning, emailing, note-taking, and arranging travel;
• Set up facilities and refreshments for meetings and events when required;
• Provide support for general administrative and hospitality tasks, including occasional reception duties;
• Assist partners with personal administrative tasks;
• Ensure adherence to professional standards and business etiquette.

Experience

• Previous experience in a similar role;
• Expertise in handling documents, spreadsheets, and database management;
• Skilled in coordinating administrative tasks both within the organization and with external parties;
• Familiarity with operating office equipment such as printers, copiers, scanners, and fax machines;
• Strong proficiency in scheduling appointments and managing call routing systems.

Personal Skills

• Exceptional filing, recordkeeping, and organizational skills;
• High degree of multi-tasking and time management capabilities;
• Flexibility to perform duties even out of office hours, especially personal administrative matters;
• Excellent written and verbal communication skills.;
• Exceptional interpersonal skills.