What does an executive secretary do?
An executive secretary is a highly skilled administrative professional who supports senior executives by providing dedicated secretarial and administrative services. Their responsibilities include managing executive schedules, handling confidential correspondence, preparing reports, and serving as the point of contact for high-level communications.
The primary role of executive secretaries is to ensure the efficient operation of the executive’s office, enabling leadership to focus on strategic decision-making and business priorities.
They are often entrusted with managing sensitive information and are expected to handle it with discretion and professionalism. Additionally, these professionals act as a bridge between the executive and other stakeholders, ensuring smooth communication flow within the organisation.
Do note that executive secretaries are different from administrative assistants, whose responsibilities are more general and less focused on high-level tasks. Executive secretaries are also called executive assistants but differ from personal assistants. The latter role typically supports a single individual, handling personal tasks with less focus on office management.
Job Description: Template
We’re seeking an experienced executive secretary to join our team at [Company X].
In this role, you will provide top-level administrative support to senior management. This includes schedule management, document preparation, and communication handling. You will be significant in ensuring that the executive team’s office runs smoothly and efficiently, providing the necessary organisational support. The ideal candidate has strong communication skills, ability to maintain confidentiality and demonstrate exceptional attention to detail.
If you are a highly organised professional with exceptional communication skills and experience in executive-level support, we invite you to apply for this critical role. This position offers a competitive salary, benefits, and the opportunity to work closely with top executives.
Objectives of the role
- Providing secretarial and administrative support to the executive team, including managing schedules, meeting planning, and document preparation.
- Acting as a liaison between the executive team and internal/external stakeholders, handling communications on their behalf.
- Managing travel arrangements, itineraries, and event planning for the executive team.
- Maintaining confidentiality and handling sensitive information with discretion.
- Coordinating and attending executive meetings, taking minutes, and following up on action items.
- Overseeing special projects and initiatives as directed by the executive team, including research, report preparation, event coordination, and correspondence handling.
- Ensuring the executive’s office operates efficiently by organising files and maintaining records accurately.
Your tasks
- Organise and schedule meetings, appointments, and conferences, ensuring all materials are prepared in advance.
- Draft, proofread, and distribute emails, memos, and other correspondence handling on behalf of the executives.
- Track and prioritise tasks for the executive team, ensuring deadlines are met, and issues are escalated as necessary.
- Manage executive expense reports, invoices, and other financial documents.
- Handle incoming calls and communications, prioritising important matters and redirecting as appropriate.
- Assist with preparing and coordinating board meetings, including agenda preparation and minute-taking.
- Maintain databases and records for executive reference and ensure documents and correspondence are handled and filed systematically.
Required skills and qualifications
- Bachelor’s degree in Business Administration, Office Management, or a related field.
- 3-5 years of experience as an Executive Secretary, Administrative Assistant, or similar secretarial or administrative support role, supporting senior executives.
- Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace).
- Excellent written and verbal communication skills.
- Good time management with the ability to multitask and prioritise tasks in a fast-paced environment.
- Attention to detail and accuracy in handling tasks and documents.
- High level of professionalism, integrity, and discretion in handling sensitive information.
- Excellent interpersonal skills for interacting with stakeholders at all levels.
- Strong problem-solving and critical thinking skills with the ability to work independently.
Preferred skills and qualifications
- Certification in office administration, executive assistance, or secretarial studies.
- Experience with business operations and corporate governance.
- Ability to anticipate the needs of the executive team and take initiative.
- Prior experience in event coordination and project management.
- Advanced knowledge of document management and record-keeping systems.
- Experience handling international travel and scheduling across time zones.
- Strong understanding of corporate confidentiality and regulatory compliance.
- Familiarity with business analytics and reporting tools.
- Familiarity with CRM software and other office management tools.
- Familiarity with project management tools and office automation systems.
- Bilingual or multilingual proficiency for interacting with international stakeholders.
