Executive Secretary / Office Administrator

The Executive Secretary / Office Administrator provides high-level administrative support to keep the office running smoothly. The role covers managing schedules, handling correspondence, maintaining records, and assisting staff and visitors.

The ideal candidate is organized, detail-oriented, discreet, and an excellent communicator.

Key Responsibilities

Administrative Support

• Manage executives’ schedules, appointments, and travel arrangements.
• Answer, screen, and direct phone calls professionally.
• Handle incoming and outgoing mail, email, and other correspondence.
• Prepare and edit documents, reports, and presentations (memos, letters, spreadsheets).
• Maintain an organized filing system, both digital and physical.
• Office Coordination
• Greet and assist visitors courteously and professionally.
• Coordinate meetings, conferences, and events, including booking venues, preparing agendas, and taking minutes.
• Order and maintain office supplies and equipment.
• Keep the office tidy and presentable.

Communication and Liaison

• Serve as the point of contact between executives, employees, clients, and vendors.
• Relay messages and information accurately and promptly.
• Handle confidential information with discretion.

Data Management and Record Keeping

• Update and maintain databases, contact lists, and records.
• Support report preparation by collecting and analyzing data.

Additional Duties (as required)

• Assist with basic bookkeeping and expense tracking.
• Support HR with onboarding, including preparing paperwork and setting up workspaces.
• Perform other administrative tasks as assigned.

Skills and Qualifications

Bachelor's degree in Business Administration or a related field.

2+ years of experience as a secretary, administrative assistant, or in a similar role.

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Ability to operate standard office equipment such as printers and scanners.

Soft Skills

• Excellent written and verbal communication.
• Strong organizational and time-management abilities.
• Attention to detail and problem-solving skills.
• Ability to multitask and work under pressure.
• Professional demeanor and strong interpersonal skills.