Executive Secretary

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Job Summary:

This role involves managing schedules, coordinating meetings, handling confidential information, and performing various administrative tasks to facilitate the efficient operation of the executive's office.

Responsibilities:

• Efficiently handle incoming and outgoing mails, parcels, faxes, and manage calls.
• Arrange and coordinate conference calls, ensuring seamless communication.
• Plan, organize, and coordinate meetings, as well as business entertainment events.
• Make necessary arrangements for guests and welcome them during office meetings.
• Plan and coordinate travel arrangements for the office, including liaising with overseas offices for necessary accommodations.
• Ensure all travel-related documents are prepared and organized.
• Arrange for the signing of documents by relevant parties, including those for overseas offices.
• Manage and maintain records of important documents and ensure accessibility and facilitate seamless retrieval when needed.
• Oversee office cleaning procedures, ensuring a well-maintained and organized workspace.
• Act as the safe management officer, ensuring adherence to safety measures and maintaining accurate records.
• Manage claims processes for CEO and COO, ensuring accuracy and timeliness.
• Handle administrative duties related to claims and maintain organized records.
• Liaise with building management for facilities-related matters and season parking.
• Maintain records of company vehicles, overseeing inspections, claims, and tax-related responsibilities.
• Act as a backup for customer service calls as needed, while also taking on ad-hoc duties to support the office's day-to-day operations.

Requirements:

• At least 2 years of experience in an executive secretary or personal assistant role
• Excellent communication, interpersonal and time-management skills
• Able to multi-task, work well in a fast-paced environment
• Strong organizational and administrative skills
• Proficient in Microsoft Offices (Word, Excel)
• Discretion and confidentiality in handling sensitive information
• Flexibility to adapt to changing priorities
• Professionalism in interactions with executives and stakeholders

Job Type: Full-time

Pay: $4,000.00 - $5,000.00 per month

Schedule:

• Monday to Friday

Work Location: In person