Executive Secretary

Essential Duties and Responsibilities

Calendar & Schedule Management

Coordinate and manage the President’s daily, weekly, and monthly schedules, including meetings, appointments, and travel arrangements

Draft and respond to routine communications on behalf of the President

Communication Management

Handle incoming and outgoing correspondence, emails, and phone calls with professionalism and discretion

Act as a liaison between the President, internal teams, and external stakeholders

Documentation & Preparation

Maintain organized digital filing systems using SharePoint to ensure access, retrieval, and secure storage of documents and records

Draft, proofread, and format reports, presentations, and other executive documents to ensure accuracy and consistency while ensuring all documents are consistent with organizational standards and style guidelines

Expense & Budget Support

Assist and coordinate with Finance Department with expense reports and budget tracking as required

Support financial documentation and record-keeping for audits or reviews

Planning & Coordination

Organize meetings, conferences, and special events, managing logistics, invitations, and materials

Coordinate and follow up with the involved personnel to ensure action items and next steps are completed

Administrative Support

Provide general office support to enhance operational efficiency and coordinating with other departments

Coordinate with other departments to facilitate workflow and support executive initiatives

Confidentiality & Discretion

Handle sensitive information with the highest level of confidentiality and professionalism

Ensure all confidential materials are stored securely and shared only with authorized personnel

Knowledge, Experience, and Special Skills Required

Bachelor’s degree or equivalent experience in business administration, office management, or a related field preferred

Minimum of 3–5 years of experience supporting senior executives

Proficiency in Microsoft Office Suite

Strong knowledge of SharePoint and Teams for document management, collaboration, and communication

Exceptional organizational skills with the ability to prioritize multiple tasks and meet deadlines

Proactive approach to identifying issues, solving problems, and improving workflows

High degree of integrity, reliability, and professionalism

Job Types: Full-time, Permanent, Contract

Work Location: In person