Executive Secretary Job Description: Top Duties and Requirements

An Executive Secretary, or Executive Assistant, carries out clerical duties and organizes activities for business executives. Their duties include managing executives’ schedules, typing and proofreading correspondence, acting as a point of contact, taking meeting minutes, and taking phone calls. 

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Executive Secretary duties and responsibilities

An Executive Secretary performs a variety of administrative and clerical tasks to ensure the senior executives they assist can get their jobs done efficiently. Their duties and responsibilities include:

  • Planning executive appointments, meetings, and conferences
  • Answering the phone and putting callers through to senior executives when necessary
  • Making business travel arrangements for executives
  • Maintaining and organizing electronic and paper records, such as invoices and bills
  • Greeting guests who will meet with senior executives and showing them around the office
  • Creating memos, reports, and minutes from meetings as needed
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Executive Secretary Job Description Examples:

 

Example 1

Aufgaben At Mercedes-Benz Financial Services South Africa (MBFS SA), we pride ourselves on our reputation for service excellence and our care in providing flexible, innovative and tailor-made finance and insurance solutions. We have an exciting new opportunity for a pro-active and efficient professional to join our Executive Office in the role of Executive Secretary to the Chief Executive Officer. Requirement Overview To provide administrative support to the Management Board Members as well as offer business administration to ensure professional image and effective running of the office in compliance to the Company's Integrity & Anti Bribery Codes, Conflict of Interest Policy & [website] requirements and to perform delegated [website] tasks and duties & to inform superior about deviations. Key Duties and Responsibilities - Support with diary management: ensure that all appointment requests, events and changes are noted accurately. Ensure that the MBM's have all relevant correspondence prior to the appointments. - Support with meeting arrangements for the Management Board Members (MBM). - Effectively coordinate meeting logistics. This includes meeting packs and supporting documentation. In addition, provide status of invitations and replies as well as road maps when required. - Travel arrangements: effectively administer travel arrangements in line with company policies and procedures. All correspondence including itinerary to be given to MBM's/relevant stakeholders within agreed time frames. - Office supplies: administer office supplies for all the respective divisions in line with company policies and procedures. Approved office suppliers to be purchased within allocated budget and according to company policies and procedures. - of all purchase for all the respective divisions in line with company policies and procedures. - Customer assistance: telephonic, e-mail assistance to be provided to both internal and external customers when required. Ensure that all requests are forwarded to the relevant stakeholder timeously. - Administer all expenditure claims and ensure compliance. - Department budget: prepare annual budget for department. Monthly reconciliation of actual vs budget. Ensure that all expenditure complies with company policies and procedures. - Initiate, plan, execute, monitor, and close of project to achieve specific goals and meet specific success criteria at the set timeline. The ideal candidate will come from a Customer Service background or has worked in a Secretary capacity before and have excellent communication skills. You must pay attention to detail and process data accurately. You will also have problem solving attributes, be well organised and be IT Literate. This role will suit someone who stays calm whilst under pressure. If this sounds like you then please apply via the website. Candidates without the relevant previous experience will not be considered. Qualifikationen Specific knowledge - IT Literate - Company Knowledge - Understanding of office administration activities and processes - Knowledge of office administration Skills - Written communication skills - Problem solving skills - Verbal communication skills - Computer literacy (MS Office) - Time management skills - Decisiveness - Negotiation skills - Ability to establish relationships - Business writing skills - Administrative skills - Communication skills - Good Computer skills (MS Word, Excel, PowerPoint, internet and email) - Events Coordination - General Office Administration - Organizing skills - Good Interpersonal Skills - Initiative - Ability to work with and in teams - Ability to interact with people - Ability to multitask Attributes - Accuracy - Attention to detail - Corporate values - Customer service orientation - Initiative - Process orientation Experience - 2 to 3 years’ relevant experience within an administrative role, previous experience in a secretary capacity. Education - Matric/Grade 12. degree/diploma advantageous. Mercedes-Benz Group of Companies South Africa is proud to be an equal opportunity employer. All qualified applicants will be considered, however the following will apply: - Foreign nationals must qualify for a work visa/permit as per the provisions of the Immigration Act 13, [phone number]; - Division’s Employment Equity Plan in terms of the Employment Equity Act, No 58, [phone number]As part of the recruitment process, shortlisted candidates should be willing to undergo an Assessment Centre. Strictly, CVs sent via email will not be considered. The email address provided is only for queries on this specific requisition. Closing DATE: 27 JUNE, [phone number]

Example 2

When people ask how the 401 Auto RV Group of companies has become Canada’s fastest growing Auto/RV dealer group in under 10 years, we reply with 4 simple elements that have contributed to our success: We treat our clients with the respect they deserve for helping us support our families during these trying times We carry more inventory, sell more, and provide financing for everyone regardless of their credit history We fix their unit right the first time Our co-workers care and support each other like family So, if you are like us and you believe that our clients deserve a better Automotive and RV ownership experience than our competition currently delivers: we want to hear from you. Our safe and positive work environment has directly contributed to our growth over the past years. With locations all across Ontario, the 401 Auto RV Group is certain to have a dealership near you! Our Corporate Headquarters is located in Cambridge Ontario, one of Canada’s fastest growing cities. We have recently added 5 additional locations in Cambridge, and have now expanded to Hamilton, London, Barrie, Innisfil, Simcoe, Peterborough, Lindsay, Tillsonburg, Ingersoll, and Ottawa. [phone number]will bring us another 3 locations in Ontario, with more to come. Our current line-up includes exciting brands and franchises such as Kia Canada, 401 Auto Financing, Volkswagen Canada, Starcraft, Heartland, Gulfstream, Grand River and CampMart RV. Come and grow with us, we’d love to meet you! How we VALUE our employees: A COVID-19 compliant workspace in our facility A high energy, fast paced and fun work environment with various initiatives and rewards A work culture that truly cares about its employee’s both professionally and personally Individual and team-oriented coaching, mentoring and training Opportunities for career path planning, growth and advancement from within Health & wellness benefit enrolment opportunities Employee referral bonus opportunities Employee pricing on vehicles and RV’s Role and Reception with enthusiasm and a contagious smile Answer a high volume of incoming calls on a multi-line phone and direct them to the appropriate department Welcome our guests to our Head Office (Administrative Building) Generally be the first contact for all calls and visitors to our Head Office Licensing paperwork Light cleaning Additional duties as assigned Qualifications and Skills: Completion of High School Previous administrative experience is considered an asset Strong communication skills, professionalism and maturity Above average computer skills Multi line phone experience is considered an asset Strong attention to detail Multi-tasking abilities and a friendly attitude Valid G Driver's License and acceptable driving record The 401 Auto RV is an equal opportunity employer and we are pleased to accommodate individual needs within our recruitment process. Please speak with our HR department should you require any accommodation.

What does an Executive Secretary do?

By taking responsibility for the administrative and clerical duties of executive professionals, an Executive Secretary frees up time for executives to focus on helping the organization grow. An Executive Secretary’s day consists mostly of tasks such as emailing, scheduling meetings, preparing reports and managing executive schedules. They also respond to executive and client requests, greet office visitors, and relay messages to executives. Executive Secretaries can work for either one senior executive or for several senior company executives at once.

Executive Secretary skills and qualifications

Successful Executive Secretaries need a variety of soft and hard skills to provide the best support for senior executives. Some key skills and qualifications job candidates should have include:

  • Proficiency in basic software such as Microsoft Office
  • Excellent verbal and written communication skills
  • Ability to meet tight deadlines
  • Strong organizational skills with good time management
  • Good customer service and interpersonal abilities
  • Exceptional attention to detail 
  • Proactive and ability to anticipate executive needs

Executive Secretary experience requirements

Successful candidates for an Executive Secretary position generally have proven administrative experience. Look for candidates who have experience with the Microsoft Office suite, or other correspondence and scheduling tools used by your organization. General know-how in operating various office equipment from scanners to printers is beneficial. You may wish to hire candidates with industry-specific experience for niche or technical organizations.

Executive Secretary education and training requirements

Many Executive Secretaries have an associate or bachelor’s degree in an area such as business administration, communications, or a related field. However, candidates who meet the other job requirements or have transferrable skills from previous roles can also be successful in the position. Courses or certificates in data entry, bookkeeping, office software, business writing, and business communications are also desirable.

Executive Secretary salary expectations

According to Indeed Salaries, average pay for an Executive Secretary in Canada is $22.44 per hour. The rate depends on the specific location, level of experience, and the company hiring.

Job description samples for similar positions

If Executive Secretary is not quite what you’re looking for, some other job description samples for related roles include:

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Executive Secretary job description FAQs

What is the difference between a Secretary and an Executive Secretary?

The difference between the roles of Secretary and Executive Secretary is that the former carries out general company-wide secretarial duties. The latter focuses on secretarial duties for one or more senior executives. Companies typically hire Executive Secretaries to help their Senior Executives be more productive. Secretaries take care of the administrative tasks that help an office operate smoothly.

What should you look for in an Executive Secretary resume?

Key things to look for in a resume for an Executive Secretary include years of experience and achievements in previous roles. Look for candidates who show strong organizational and time management skills. Executive Secretaries also need excellent communication skills and exhibit professionalism in their correspondence. Customer service is an important aspect of the role as well, as Executive Secretaries frequently interact with clients and key stakeholders on behalf of the senior executives.

What makes a good Executive Secretary job description?

A good Executive Secretary job description highlights the role’s specific duties and responsibilities. Provide an overview of the scheduling, communication, and reporting software the candidate needs to use. The job description should specify whether the position involves assisting one or multiple executives. Additionally, if the role requires travel, include an estimate of how frequently and for how long. Highlight a competitive salary and feature any company benefits like remote working opportunities or pension programs.

What qualities make a good Executive Secretary?

A desire to help other people achieve their goals motivates Executive Secretaries. Those who excel in the role can anticipate the needs of executives they work for. Another trait that defines good Executive Secretaries is the ability to work independently. They need to exercise good judgment and make decisions with little to no input or direction. Executive Secretaries also need to display an ability to multitask and adapt to changing circumstances.

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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