What are the responsibilities and job description for the Executive Secretary position at STRUCTION SOLUTIONS?
About the Role
We are seeking a highly organized and professional Executive Secretary to provide comprehensive administrative and executive-level support to senior management. The ideal candidate will manage schedules, coordinate communications, prepare reports, and handle confidential information with discretion. This position requires strong organizational and multitasking skills, attention to detail, and the ability to work efficiently in a dynamic, fast-paced environment.
Key Responsibilities
Manage executive calendars, schedule meetings, and coordinate appointments and travel arrangements.
Prepare correspondence, reports, presentations, and other documents on behalf of executive staff.
Handle incoming calls, emails, and other communications with professionalism and confidentiality.
Maintain accurate and organized records, files, and documentation.
Assist with meeting preparation, including agendas, materials, and minutes.
Liaise with internal departments and external partners to facilitate smooth communication and workflow.
Process expense reports, purchase orders, and related administrative tasks.
Coordinate special projects and assist with company events or meetings as needed.
Handle confidential and sensitive information in a discreet and responsible manner.
Perform other administrative duties to support executive leadership and company operations.
Manage executive calendars, schedule meetings, and coordinate appointments and travel arrangements.
Prepare correspondence, reports, presentations, and other documents on behalf of executive staff.
Handle incoming calls, emails, and other communications with professionalism and confidentiality.
Maintain accurate and organized records, files, and documentation.
Assist with meeting preparation, including agendas, materials, and minutes.
Liaise with internal departments and external partners to facilitate smooth communication and workflow.
Process expense reports, purchase orders, and related administrative tasks.
Coordinate special projects and assist with company events or meetings as needed.
Handle confidential and sensitive information in a discreet and responsible manner.
Perform other administrative duties to support executive leadership and company operations.
Qualifications
High school diploma or equivalent required; associate’s or bachelor’s degree in business administration or a related field preferred.
Minimum of 3 years of experience as an executive secretary, executive assistant, or senior administrative professional.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent written and verbal communication skills.
Strong organizational and time-management abilities with a high level of accuracy.
Ability to prioritize multiple tasks and meet deadlines under pressure.
Professional demeanor and the ability to interact effectively with executives, staff, and external contacts.
Demonstrated discretion in handling confidential information.
High school diploma or equivalent required; associate’s or bachelor’s degree in business administration or a related field preferred.
Minimum of 3 years of experience as an executive secretary, executive assistant, or senior administrative professional.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent written and verbal communication skills.
Strong organizational and time-management abilities with a high level of accuracy.
Ability to prioritize multiple tasks and meet deadlines under pressure.
Professional demeanor and the ability to interact effectively with executives, staff, and external contacts.
Demonstrated discretion in handling confidential information.
Preferred Skills
Experience supporting senior executives in a corporate, construction, or technical environment.
Knowledge of office management systems and procedures.
Strong attention to detail and proactive problem-solving abilities.
Ability to work independently with minimal supervision.
Experience supporting senior executives in a corporate, construction, or technical environment.
Knowledge of office management systems and procedures.
Strong attention to detail and proactive problem-solving abilities.
Ability to work independently with minimal supervision.