Our Executive Secretary job description includes the Executive Secretary responsibilities, duties, skills, education, qualifications, and experience.
Executive Secretary Example
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If you need an example job description for an Executive Secretary download the one below, alternatively we have many other Office Administration job description samples and a job description library with over 3000 job descriptions templates that you can download for free.
What does an Executive Secretary do?
Executive secretaries are highly skilled professionals who support executives or management in an administrative capacity. They conduct research, manage schedules, and provide efficient and effective administrative support.
Executive Secretary Role
We are recruiting for an Executive Secretary with outstanding administrative and clerical skills. Executive Secretaries are expected to multi-task and work well under pressure in a fast-paced environment.
To succeed as an Executive Secretaries you should be organised, have superb research skills and must be exceptional communicators with a keen interest in providing reliable and accurate support to executives and management while working with confidential information. Suitable candidates will possess incredible problem solving and office coordination skills and exhibit excellent time management.
Executive Secretary Duties
- 2+ years of experience in an executive support role.
- Methodical thinker with detailed research proficiencies.
- Thorough understanding of clerical and secretarial principles.
- Strong knowledge of databases and tracking systems.
- Fantastic organisational skills and detail oriented.
- Ability to work under pressure and meet deadlines.
- Brilliant written and verbal communication skills.
- Proficient in Microsoft Office, and business communication software.
- Degree in Business Administration
- Certificate in Business Administration
Executive Secretary Requirements
- Coordinate arrangements, meetings and/or conferences as assigned.
- Perform accurate research and analysis.
- Take dictation and write correspondence.
- Compile, proofread and revise draughts of documents and reports.
- Daily record keeping and filing of documents.
- Prepare reports, presentations and correspondence accurately and swiftly.
- Create and organise information and generate reference tools for easy use.
- Answer and screen telephone calls, and respond to emails, messages and other correspondence.
- Operate and maintain office equipment.
- Manage busy calendar, meeting coordination and travel arrangements.
- Professionally greet and receive guests and clients.
- Ensure efficient and effective administrative information and assistance.
- 2+ years of experience in an executive support role.
- Methodical thinker with detailed research proficiencies.
- Thorough understanding of clerical and secretarial principles.
- Strong knowledge of databases and tracking systems.
- Fantastic organisational skills and detail oriented.
- Ability to work under pressure and meet deadlines.
- Brilliant written and verbal communication skills.
- Proficient in Microsoft Office, and business communication software.
- Degree in Business Administration
- Certificate in Business Administration
How to write an Executive Secretary Job Advert
Use our job advert template to write a job advert for posting on job sites and job boards. Our job advertising templates are carefully created to help you reach your audience and beat the competition to the best talent.
A job description informs the reader about a job, whereas a job advert’s main objective is to sell the job opportunity to attract as many suitable applicants possible. A job advert maybe the first touch-point a candidate has with your company so it is important to create a great impression.
Job Advertisements should enticing, so considering using short, exciting language which get the reader’s attention.
How to write an Executive Secretary Job Description
To write a job description, we recommend starting with a job description template from our job description library, which contains examples for 800+ positions and professions. Our job description examples include a job summary with duties and responsibilities and skills and requirements, which can be personalised for your job vacancy.
Job Description Advice - Guidance on How to Personalise an Executive Secretary Job Specification
The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.
Job Description Tips - Help on formatting an Executive Secretary Job Specification
When creating your bespoke description and advert, you should cover and promote these points:
Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.
Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.
Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.
Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.
The company's culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.
Career progression: Including the career path will entice candidates looking for career growth.
Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources.
Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.
Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.
Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.
How to Hire an Executive Secretary
Once you have selected your Job Description download it or convert it to a Job Advert. From here you can post/advertise your job across our network of job boards. If you wish to use the job description for a CV Template click through for advice and Convert to a CV
