Executive Secretary

Executive Secretary

Executive Secretary provides high-level administrative and secretarial support to a Vice President, Assistant Officer, or Director, ensuring efficient, confidential, and well-organized office operations with minimal supervision. The role manages complex calendars, meetings, travel arrangements, correspondence, and executive communications while exercising sound judgment and discretion. This position also maintains departmental records, budgets, and filing systems, prepares presentations, and collaborates closely with senior leaders and other executive assistants. The Executive Secretary plays a critical role in enabling leadership effectiveness through strong organizational, communication, and problem-solving skills.

Why This Role Matters

• Enables executive effectiveness: Serves as a trusted partner to senior leaders by expertly managing complex calendars, meetings, travel, and communications, allowing executives to focus on strategic priorities.
• Ensures operational excellence and confidentiality: Maintains accurate records, budgets, approvals, and sensitive information with discretion, ensuring smooth, compliant, and confidential office operations.
• Drives alignment and coordination: Acts as a central hub coordinating across executive assistants, senior leadership teams, and stakeholders to streamline agendas, events, and shifting priorities.
• Adds strategic administrative value: Applies strong judgment, business acumen, and advanced presentation and organizational skills to anticipate needs, solve problems, and improve overall workflow efficiency.

What You Will Do

• Provide comprehensive administrative and secretarial support to senior leaders, ensuring efficient, discreet, and well-organized daily operations.
• Manage complex calendars, schedule and prioritize meetings, and coordinate internal and external events to align with executive priorities.
• Oversee executive communications, including handling correspondence, screening inquiries, managing email, and exercising sound judgment on responses and escalation.
• Coordinate domestic and international travel arrangements, registrations, and expense reporting with accuracy and compliance.
• Maintain departmental records, budgets, approvals, and filing systems, ensuring organization, accuracy, and adherence to company policies.
• Prepare presentations and management materials, compiling information and producing high-quality outputs using advanced Microsoft Office skills.

What We're Looking For

• High school diploma or equivalent, with a bachelor's degree preferred.
• Five or more years of experience supporting a CEO or senior leader within a complex, multinational organization.
• Proven ability to manage executive-level responsibilities, including highly complex calendars, high-volume email, and sensitive communications with strong judgment and discretion.
• Demonstrated business acumen, problem-solving skills, and experience supporting departmental operations, with budget management experience preferred.