Senior Secretary

Job Description

Roles & Responsibilities

The Senior Secretary is responsible for providing high-level administrative and clerical support to executives or senior management. This role involves managing schedules, coordinating meetings, preparing correspondence, maintaining records, and ensuring efficient office operations. The Senior Secretary acts as a liaison between management, staff, and external stakeholders, ensuring professional communication and smooth workflow.

Key Responsibilities:

Administrative Support:

• Manage and organize executive schedules, including appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, reports, memos, and presentations.
• Handle incoming and outgoing communications, including emails, calls, and letters.

Office Coordination:

• Maintain filing systems (both digital and physical) for easy retrieval of documents.
• Order and manage office supplies and equipment as needed.
• Monitor and ensure the smooth operation of office processes and resolve any administrative issues.

Meeting Coordination:

• Schedule and organize meetings, including preparing agendas, taking minutes, and distributing follow-up materials.
• Ensure meeting facilities and equipment are properly set up.

Liaison Duties:

• Act as the first point of contact between executives and internal/external stakeholders.
• Build and maintain professional relationships with clients, vendors, and team members.

Project Management:

• Assist in the planning, execution, and monitoring of special projects.
• Conduct research and compile data for reports or presentations.

Confidentiality:

• Handle sensitive and confidential information with discretion.
• Ensure adherence to company policies regarding information security and privacy.

Qualifications and Skills:

Education:

• High school diploma or equivalent; a bachelor’s degree in business administration, communications, or a related field is preferred.

Experience:

• 3–5 years of experience in a senior administrative or secretarial role.
• Proven experience working with executive-level management.

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management tools (e.g., scheduling software, document management systems).

Interpersonal Skills:

• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize tasks effectively.
• High attention to detail and problem-solving abilities.

Personal Attributes:

• Professional demeanor and appearance.
• Ability to work independently and under pressure.
• Strong ethical standards and ability to maintain confidentiality.

Working Conditions:

• Full-time, typically office-based with occasional remote work depending on company policy.
• May require flexibility in working hours to accommodate executive schedules.

Compensation:

• Competitive salary based on experience.
• Benefits may include health insurance, retirement plans, paid time off, and professional development opportunities.