Executive Secretary Job Description: Executive Support and Office Management

The Executive Secretary provides high-level administrative and secretarial support to senior executives. Candidates with strong organisational, communication and prioritisation skills who can manage confidential information and multi-task in a professional office environment should apply.

Executive Secretary Job Profile

The Executive Secretary is responsible for ensuring the efficient operation of an executive office by managing administrative processes, communications and scheduling. This role exists to enable senior leaders to focus on strategic priorities by handling routine and complex administrative tasks with a high degree of accuracy and discretion.

The post requires a proactive, service-oriented individual who can anticipate needs, coordinate across teams and maintain professional relationships with internal and external stakeholders. The Executive Secretary will work under limited supervision and is expected to exercise sound judgement and confidentiality.

Executive Secretary Job Description

The Executive Secretary manages daily executive workflows including diary coordination, meeting preparation and correspondence drafting. The role involves preparing agendas, taking accurate minutes, organising documents for boards and committees, and ensuring timely follow up on action points. The successful candidate will be adept at prioritising competing demands and adapting to changing schedules.

This position operates in a fast-paced, deadline-driven environment and requires regular interaction with senior management, clients and external partners. The Executive Secretary will be expected to represent the executive office professionally, manage confidential information, and maintain filing and record-keeping systems that support efficient decision-making.

Expectations include taking ownership of administrative projects, supporting event and travel arrangements when required, and contributing to process improvements that enhance office effectiveness. The role may require flexible working hours for urgent matters or events outside normal office hours.

Executive Secretary: Duties and Responsibilities

• Manage complex diaries and scheduling for senior executives, prioritising appointments and resolving conflicts.
• Coordinate and prepare materials for meetings, boards and committees, including agendas and briefing papers.
• Record, draft and distribute accurate minutes and follow up on action items to ensure completion.
• Draft, format and proofread correspondence, reports and presentations to a high standard of accuracy.
• Receive and screen incoming communications, responding or redirecting as appropriate.
• Organise travel arrangements and itineraries, including accommodation and local logistics when required.
• Liaise with internal teams and external contacts to arrange meetings, events and stakeholder engagements.
• Maintain confidential files and records, ensuring secure storage and appropriate access controls.
• Manage office supplies and administrative budgets for the executive office as required.
• Support onboarding for new team members and maintain contact lists and organisational charts.
• Contribute to the development and maintenance of administrative procedures and templates.
• Prepare and submit expense claims and assist with basic financial administration where needed.
• Provide ad hoc project support, research and data collation to inform executive decisions.
• Act as a first point of contact for visitors and callers, representing the executive office professionally.

Executive Secretary: Requirements and Qualifications

• Proven experience in a secretarial or executive support role, preferably supporting senior management.
• Secretarial or administrative qualification or equivalent practical experience.
• Excellent written and verbal communication skills with strong attention to detail.
• Demonstrable diary management and meeting coordination skills.
• High level of discretion and ability to handle confidential information sensitively.
• Strong organisational and time management skills with ability to prioritise under pressure.
• Proficient with standard office software and comfortable learning new systems without supervision.
• Accurate minute-taking and record-keeping skills.
• Professional demeanour and ability to liaise with senior stakeholders and external partners.
• Problem-solving aptitude and a proactive approach to improving administrative processes.
• Ability to work independently and as part of a team, with a flexible and reliable attitude.
• Good numerical skills for basic expense and budget tracking.
• Willingness to work occasional extended hours for meetings or events when required.