Executive Secretary job description

Use this executive secretary job description template to advertise open roles for your company. Be sure to modify requirements and duties based on the unique needs of the role you’re hiring for.

Executive secretary job brief

Our company is seeking an experienced and detail-oriented Executive Secretary to provide administrative support to the Executive team. You will be responsible for ensuring the smooth operation of the office, managing communication channels, scheduling appointments, and handling multiple tasks efficiently. The ideal candidate will have excellent communication skills, be a problem solver, and have exceptional organizational abilities.

Executive secretary responsibilities

• Organize and coordinate the day-to-day schedule of the Executive team, including appointments, meetings, and travel arrangements.
• Manage communication channels and respond to correspondence appropriately on behalf of the executives.
• Prepare and distribute internal and external documents, including reports, memos, and letters.
• Maintain the electronic and paper files of the Executive team and ensure they are updated regularly.
• Handle confidential information with discretion and professionalism.
• Communicate effectively with other departments and external stakeholders.
• Plan and coordinate events and conferences as required.
• Provide general administrative support, including taking phone calls, handling inquiries, and managing the office calendar.
• Perform other duties as assigned by the Executive team.

Requirements

• Proven experience as an Executive Secretary or similar role
• Proficient in Microsoft Office Suite and other office management software
• Exceptional organizational and time-management skills to manage multiple tasks efficiently
• Strong communication and interpersonal skills to work collaboratively with team members and stakeholders
• Excellent written and verbal communication skills
• Ability to maintain a professional demeanor under pressure and handle confidential information
• A Bachelor's degree in Business Administration, Communications, or a related field is preferred
• Certification from a Secretarial School or institute would be an added advantage

We are looking for a detail-oriented and motivated individual who can work well in a fast-paced and dynamic environment. The successful candidate will be a self-starter who can leverage their experience and skills to provide support to the Executive team, demonstrate initiative, and ensure the smooth operation of the office.