Executive Secretary Job Description Template
The Executive Secretary is responsible for providing administrative and secretarial support to the executive team of an organization. They are responsible for managing schedules, preparing correspondence, handling inquiries from staff and the public, and maintaining records. The Executive Secretary must be able to work independently with little supervision, as well as being a team player. They must have excellent organizational skills, written and verbal communication skills, and be proficient in using computers and software applications.
Executive Secretary Job Responsibilities
- Answer and direct phone calls
- Schedule appointments and meetings
- Plan and coordinate events
- Prepare correspondence, reports, and presentations
- Maintain filing system and office supplies
- Manage expenses and budget
- Supervise administrative staff
Objectives
- To provide secretarial and administrative support to an executive or senior manager.
- To manage and maintain all aspects of the executive’s schedule, correspondence, and paperwork.
- To serve as the primary point of contact for inquiries and requests directed to the executive.
- To prepare reports, presentations, and other documents as requested by the executive.
- To coordinate travel arrangements and itineraries for the executive.
- To manage expense reports and budgeting for the executive’s office.
Executive Secretary Job Skills & Qualifications Needed
- The skills and qualifications needed for the role of Executive Secretary vary depending on the employer, but usually include excellent secretarial, administrative, and organizational skills; superb communication abilities; and the ability to work well under pressure. Many employers also require their Executive Secretaries to have a minimum of five years' experience in a similar role.