Executive Secretary Job Description

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Executive Secretary:

_________________ is hiring an Executive Secretary. This role is a trusted support for our executive team, specifically the _________________. You’ll help us stay efficient and bring positive energy to the workplace. This is an excellent opportunity for someone that is energized by teamwork, multitasking, and keeping things organized. Sound like you?

Executive Secretary Responsibilities:

This position reports to the Administrative Manager. Duties may include:

• Managing executives’ schedules and booking meetings
• Answering and forwarding telephone inquiries
• Screening email communication, responding to emails as appropriate
• Researching conferences, trade shows, and other events that may be relevant to executive team
• Coordinating travel plans for executive team
• Making arrangements for meal orders, transportation, and other requests
• Completing and complying research for executive team
• Printing reports, agendas, and other materials for meetings or company-wide distribution
• Taking minutes at meetings and distributing formal copies to the attendees afterward
• Proofreading and editing documents for the executive team
• Keeping organized and accurate records, making updates to databases
• Assisting with special projects as needed
• Other duties as assigned

Executive Secretary Qualifications:

• 2-4 years experience in an admin role(s)
• Completed College Diploma in Office Administration(or relevant study) considered an asset but not required
• High School Diploma or equivalent
• Strong interpersonal communication skills
• Friendly personality and positive attitude

Executive Secretary Core Skills:

• Professional telephone etiquette
• Professional email writing
• Basic computer skills including use of Calendar tools, email, and Microsoft Office products
• Teamwork
• Confidentiality and discretion
• Interpersonal communication
• Attention to detail
• Research
• Dependability
• Scheduling
• Positive attitude
• Planning
• Time management
• Multitasking
• Proactive thinking
• Problem-solving
• Databases

Alongside Pro-Tip:

The responsibilities of an Executive Secretary depend on the size of your administrative team and needs of executives. Be sure to adjust this job posting template with a realistic description of the role you’re hiring for. Get some great Executive Secretary interview questions here.