Executive Secretary

Job Description

Gerrys Dnata is seeking an experienced Executive Secretary to provide high-level administrative support to senior executive. The ideal candidate excels in calendar management, travel coordination, and document preparation, ensuring seamless daily operations for the executive office. This role demands exceptional communication management skills, a strong commitment to confidentiality, and the ability to prioritize tasks effectively in a dynamic environment. The Executive Secretary plays a key role in organizing meetings, managing correspondence, and maintaining accurate records, contributing to the smooth functioning of the executive team. This position requires a professional with a minimum of five years of experience in an administrative support role. The successful candidate must demonstrate proficiency with Microsoft Outlook and calendar management tools to coordinate complex schedules and prepare detailed itineraries. While the role does not involve managing a team, it requires excellent time management and multitasking abilities to support multiple departments and stakeholders within the organization. Attention to detail and the ability to handle sensitive information discreetly are crucial for success in this position.

Responsibilities
 

• Efficiently manage and maintain the executive calendar, scheduling appointments, meetings, and events to optimize the executive’s time.
• Coordinate all aspects of travel arrangements including flights, accommodations, and itineraries to ensure smooth and timely travel experiences.
• Prepare and circulate accurate minutes of meetings, maintaining confidentiality and ensuring timely distribution to relevant parties.
• Create and review documents, presentations, and correspondence, ensuring they are free of errors and aligned with company standards.
• Provide comprehensive administrative support to other departments and individuals as needed to facilitate organizational operations.
• Maintain and track all types of correspondence, ensuring that records are up-to-date and easily accessible.
• Organize and schedule Senior Leadership Team (SLT) meetings and gatherings, managing logistics and participant communications.
• Maintain adequate inventory levels for office supplies, ensuring availability to support daily office functions.
• Handle confidential information with the highest degree of discretion and professionalism.
• Prioritize tasks effectively to manage multiple responsibilities and meet deadlines in a fast-paced work environment.
• Use Microsoft Outlook and other relevant tools to manage email communications and calendar activities efficiently.
• Coordinate with stakeholders across departments to ensure alignment and smooth execution of executive directives.