Secretary

This role focuses on providing high-level administrative, organizational, and logistical support directly to the company owner or CEO, ensuring the efficient operation of their daily schedule and office.

Key Responsibilities

• Calendar & Schedule Management: Maintain and manage a complex executive calendar, schedule meetings, appointments, and conference calls, and proactively resolve scheduling conflicts.

• Communication Gateway: Act as the primary gatekeeper and liaison between the owner and internal staff, clients, partners, and external stakeholders, handling sensitive information with discretion.

• Correspondence: Manage and prioritize incoming and outgoing communications (emails, calls, mail), drafting, proofreading, and editing correspondence, reports, and presentations on behalf of the owner.

• Travel & Logistics: Coordinate and manage all domestic and international travel logistics, including itineraries, flights, accommodation, and ground transportation.

• Meeting Support: Organize and prepare materials for meetings, attend executive meetings to take accurate minutes, and follow up on action items to ensure deadlines are met.

• Project & Task Management: Oversee and track special projects and initiatives as directed by the owner, often involving research, data compilation, and report preparation.

• Confidentiality & Records: Handle and secure confidential corporate and personal information, and maintain an organized filing and record-keeping system.

Essential Qualifications

• Education: Diploma or Bachelor's degree in Business Administration, Communications, or a related field (or equivalent work experience).

• Experience: Proven experience (1–5+ years) in an personal assistant, executive assistant, executive secretary, or similar role supporting C-suite executives (CEO, President, or Owner).

Skills:

• Exceptional Organizational Skills: Ability to manage multiple priorities, work under pressure, and meet tight deadlines.

• Impeccable Communication: Outstanding verbal and written communication skills.

• Discretion and Integrity: Utmost integrity and the ability to maintain strict confidentiality.

• Technical Proficiency: proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.