Executive Secretary

Job Description

An executive secretary plays a crucial role in maintaining the operation of an office by performing a variety of administrative and clerical tasks. Here is a comprehensive job description for this role:

Job Summary:

The executive secretary is responsible for managing the front desk, greeting visitors, handling incoming calls, and performing various administrative tasks to support the daily operations of the office.

Key Responsibilities:

• Greeting Visitors: Welcome and direct visitors in a professional and friendly manner.
• Phone Management: Answer, screen, and forward incoming phone calls while providing basic information when needed.
• Mail Handling: Receive, sort, and distribute daily mail and deliveries.
• Administrative Support: Assist with various administrative tasks such as data entry, filing, and maintaining office supplies.
• Meeting Coordination: Schedule and coordinate meetings, including booking conference rooms and arranging necessary equipment.
• Customer Service: Provide excellent customer service to clients and visitors, addressing their needs and inquiries.
• Record Keeping: Maintain and update records and databases.
• Office Maintenance: Ensure the reception area is tidy and presentable, with all necessary materials (e.g., pens, forms, and brochures).

Additional Responsibilities:

• Event Coordination: Assist in organizing office events and activities.
• Security: Monitor visitor access and maintain security awareness.
• Support Staff: Provide support to other administrative staff as needed.

Working Conditions:

• Environment: Office setting with a professional atmosphere.
• Hours: Sunday to Thursday; 8:3 to 17:30 with occasional overtime as required.
• Salary: Competitive salary based on experience and qualifications.

Requirements:

• Education: Bachelor's degree in Management or equivalent; additional certification in Office Management is a plus.
• Experience: Proven work experience as a Receptionist, Front Office Representative, or similar role.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Professional attitude and appearance.
• Customer service orientation.