Executive Secretary

Personal assistants carry out support tasks for individuals and managers including administration, diary management and event planning.

Executive Secretary Job Description Template

Our company is looking for a Executive Secretary to join our team.

Responsibilities:

  • Field telephone calls and manage incoming and outgoing correspondence;
  • Create and maintain an organized filing system;
  • Takes minutes at meetings and transcribes same;
  • Coordinates travel arrangements by making necessary reservations for transportation and hotel accomodations; prepares all related travel documents;
  • May monitor and maintain monthly expenses for the office; reconciles expenses charged to each account;
  • Coordinates the office’s filing system, ordering of supplies and work assignments of office clerical personnel;
  • Maintain and coordinate schedules, appointments, and calendars;
  • Performs other related duties as assigned;
  • Create spreadsheets, presentations, and marketing materials.

Requirements:

  • Establish and maintain both hardcopy and computer based filing systems, to include performing routine filing of various office data/record files;
  • Support the creation of office briefings either as the one creating or reviewing the briefing content and format;
  • Prepare, review and/or edit correspondences such as form letters, reports, tables, spreadsheets, and other printed material;
  • Perform basic research in support of reports and other administrative requirements;
  • Support creation of Staff Summary Sheets (SSS) and staffing of documents for review and/or signatures;
  • Assist with the preparation of materials needed for conferences, correspondence, appointments, travel, meetings, telephone calls, etc;
  • Process mail to include retrieval, opening (as required), inspecting, distributing, and picking-up for mailroom delivery.