Executive Secretary

Executive Secretary

We seek a highly organized, discreet, and proactive Executive Secretary to provide essential administrative and operational support to our Chief Executive Officer (CEO). This is a critical role that requires impeccable judgment and a commitment to maintaining executive efficiency. Position Summary The Executive Secretary is the primary point of contact and organizational anchor for the CEO's office. You will manage a complex workflow to ensure the CEO's time and focus are entirely dedicated to strategic leadership and core business priorities. The individual must exercise extreme discretion, professional judgment, and a high degree of proactivity. Key Responsibilities + Executive Scheduling & Time Management : Provide sophisticated, detailed calendar management, prioritizing appointments, and strategically planning time slots to maximize focus and productivity. + Logistics Expert : Organize and manage all logistics for internal, external, and Board meetings, including facilities, hospitality, and detailed material preparation (agendas, pre-reads, minutes). + Communication Gatekeeper : Serve as the professional liaison between the CEO and all internal staff, Board members, external clients, and public officials. + Correspondence : Receive, screen, and manage all incoming / outgoing correspondence. Draft, proofread, and edit official reports, presentations, and memos on behalf of the CEO. + Global Travel : Handle all aspects of domestic and international business travel, including booking flights, accommodations, ground transport, and preparing detailed, time-zone-aware itineraries. + Administrative & Financial Support : Prepare and process the CEO's business and personal expense reports, track invoices, and manage accurate electronic and paper filing systems. + Special Projects : Oversee and track progress on strategic initiatives as directed by the CEO, ensuring deadlines and critical milestones are met. Required Qualifications & Experience + Experience : Minimum of 5-7 years of progressively responsible experience supporting C-level executives (CEO, Board members) in a corporate environment. + Proven Track Record : Demonstrated success in managing complex calendars, domestic and international travel, and large-scale meeting logistics. + Education : Bachelor's degree preferred, or equivalent experience in Business Administration or Communications. + Technical Proficiency : Expert proficiency in the Microsoft Office Suite, expense reporting systems, and the ability to rapidly master communications tools. Core Competencies The ideal candidate will excel in the following areas : + Interpersonal & Communications Skills : Exemplifying discretion and professionalism. + Organizational & Execution Skills : Flawless attention to detail and proactive planning. + Problem Solving & Accountability : The ability to anticipate needs and resolve issues independently. How to Apply Please submit your resume and cover letter detailing your experience supporting executive leadership.