Executive Secretary Job Description

The job of an Executive Secretary entails providing secretarial, administrative and clerical support to high-level management executives. The job position of an executive secretary requires exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment. The basic administrative or secretarial duties involve greeting visitors, answering the telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for management and so on.

Duties and Responsibilities

• Performing various executive and administrative support duties that are highly sensitive and confidential.
• Planning and coordinating arrangements for professional meetings and conferences.
• Coordinating in office management related activities for the executive, administrator, or commission.
• Composing memoranda and letters in response to questions.
• Taking and transcribing dictation on confidential and technical matters from the executive or administrator.
• Receiving and screening visitors and incoming calls, determining the priority matters, and providing alert messages to the executive or administrator accordingly.
• Reading and screening incoming reports and correspondence; making preliminary assessment and organizing documents.
• Researching, compiling, assimilating, and preparing sensitive and confidential documents, and briefing the executive or administrator regarding content.
• Reviewing, proofreading, and editing documents developed for the signature of administrator or executive.
• Coordinating and facilitating the executive or administrator’s calendar to arrange meetings, appointments, and conferences.
• Making travel arrangements, preparing itineraries, preparing, compiling, and maintaining travel records and vouchers.
• Recommending actions to be carried on office expenditures like supply and equipment needs.

Skills and Specifications

• Knowledge of office processes, practices, and computer software applications.
• Ability to create charts, presentations, databases, graphs, and spreadsheets.
• Ability to meet deadlines and schedules of the work area.
• Typing ability able to operate basic office equipment.
• Effective listening and verbal communication skills.

Education and Qualifications

• High school degree or Associate’s degree from an accredited institution.
• Experience in Administrative support activities is an advantage.