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.
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 .
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.
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.
Please submit your resume and cover letter detailing your experience supporting executive leadership.
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