Job Title Executive Secretary
Job Qualification 
a. Education Background Degree in business administration or relative field 
b. Experience 
Proven experience as executive secretary or in a similar 
administrative role. 
c. Special Training / License 
Basic Functions 
1. Organize and maintain the executive’s schedule and assist them by performing a variety of 
administrative tasks. 
2. Contribute to the efficiency of the overall business by ensuring all assigned administrative 
duties are carried on timely and efficiently. 
Duties and Responsibilities 
1. Maintain executive’s agenda and assist in planning appointments, board meetings, 
conferences etc. 
2. Attend meetings and keep minutes. 
3. Receive and screen phone calls and redirect them when appropriate. 
4. Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages 
etc.) 
5. Make travel arrangements for executives. 
6. Handle confidential documents ensuring they remain secure. 
7. Maintain electronic and paper records ensuring information is organized and easily 
accessible. 
8. Conduct research and prepare presentations or reports as assigned. 
9. Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective supplies.
10. Diligent and competent in his/her work so that executives can focus on their managerial 
responsibilities.