Executive Secretary job description should contain a variety of functions and roles including:
- Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
- Attend meetings and keep minutes
- Receive and screen phone calls and redirect them when appropriate
- Prepare invoices or financial statements and provide assistance in bookkeeping
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Make travel arrangements for executives
- Handle confidential documents ensuring they remain secure
- Conduct research and prepare presentations or reports as assigned
Executive Secretary job description should include these common skills and qualifications:
- Degree in business administration or related field
- Proven admin or assistant experience
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficiency in MS Office.
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
As a hiring manager, recruiting an ideal Executive Secretary starts with crafting a good job description. Use this Executive Secretary job description template to save yourself time and help you attract the most qualified candidates. Feel free to revise it to meet your specific needs.
Job seekers interviewing for the role of an Executive Secretary may also reference it in preparation for the interview.
