Job Openings Executive Secretary to the CEO

About the job Executive Secretary to the CEO

Job Title: Executive Secretary to the CEO

Job Summary: The Executive Secretary to the CEO provides high-level administrative support and assistance to the CEO, ensuring the efficient operation of the executive office. This role involves managing schedules, facilitating communication, and coordinating various activities.

Key Responsibilities:

  1. Administrative Support:

    • Manage the CEOs calendar, scheduling meetings, appointments, and travel arrangements.
    • Prepare and organize materials for meetings, including agendas, reports, and presentations.
    • Draft, proofread, and edit correspondence, reports, and other documents on behalf of the CEO.
  2. Communication Management:

    • Serve as the primary point of contact for internal and external stakeholders.
    • Screen and prioritize incoming communications (emails, phone calls, and messages).
    • Facilitate communication between the CEO and other departments, clients, and board members.
  3. Meeting Coordination:

    • Organize and coordinate executive meetings, including logistics, catering, and materials.
    • Take minutes during meetings and ensure follow-up on action items.
  4. Project Management:

    • Assist in the management of special projects and initiatives led by the CEO.
    • Monitor project timelines and deliverables, ensuring deadlines are met.
  5. Confidentiality and Discretion:

    • Handle sensitive and confidential information with discretion and professionalism.
    • Uphold a high standard of integrity in all interactions.
  6. Office Management:

    • Maintain an organized and efficient office environment for the CEO.
    • Manage office supplies, equipment, and vendor relationships as needed.
  7. Research and Reporting:

    • Conduct research and gather information to assist the CEO in decision-making.
    • Prepare reports and summaries on various topics as required.

Qualifications:

  • Bachelors degree 
  • Proven experience as an executive secretary or in a similar administrative role, supporting C-level executives.
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Computer proficiency is a must
  • High level of professionalism and confidentiality.

Skills:

  • Strong interpersonal skills and ability to build relationships with stakeholders at all levels.
  • Problem-solving skills with a proactive approach to tasks and challenges.
  • Ability to multitask and manage competing priorities effectively.
  • Attention to detail and high standards for quality work