Executive Secretary

The Executive Secretary to the CEO plays a crucial role in enhancing the productivity and effectiveness of the Executive Office, allowing the CEO to focus on strategic priorities while ensuring that day-to-day operations run smoothly.

We are a fast-moving medium-sized Distribution and Processing Company seeking to identify a suitably qualified individual for the position Executive Secretary for our Kingston location: 

Job Summary

The Executive Secretary to the CEO plays a crucial role in enhancing the productivity and effectiveness of the Executive Office, allowing the CEO to focus on strategic priorities while ensuring that day-to-day operations run smoothly. 

Key Functions:

• Compiles information and prepares and maintains a variety of records and reports related to assigned activities and/or projects.
• Maintains confidentiality of various aspects of the Company’s operation including sensitive, Board and personal information.
• Calendar Management as a duty – scheduling meetings, appointments, and events for the CEO. This involves coordinating with various stakeholders, ensuring the CEO’s schedule is organized efficiently and handling any changes or conflicts that may arise.
• Information Management – organizing and maintaining files, records, and other documents. This could include creating and updating spreadsheets, presentations and reports as well as ensuring information is easily accessible when needed.
• Performs a wide variety of secretarial work, including typing and word processing, proofreading, filing, recording information and processing and distribution of correspondence.
• Project Coordination – Assists with special projects or initiatives as assigned by the CEO. This could involve conducting research, managing project timelines and deliverables.
• Communicates with various outside agencies to exchange information, request, and provide materials, coordinate activities and resolve issues or concerns.
• Receives and greets visitors to the CEO’s office.
• Composes correspondence independently on behalf of the CEO or senior management as directed.
• Establishes, maintains, and assures proper use of confidential files including Board documentation, etc.
• Attends and participates in assigned meetings and trainings; prepares agendas, minutes and action items from minutes as required; follows-up with assigned personnel to ensure action items are executed within the agreed timelines.
• Arranges travel for the CEO, this involves planning, arranging, and coo-ordinating complex travel schedules and itineraries, including flights, accommodations and transportation for the CEO and other members of staff that are travelling in accordance with the CEO’s requirements.
• Performing various miscellaneous tasks to include, but not limited to, performing various administrative duties as needed, such as expense tracking, office supply management and other ad hoc tasks to support the CEO and the organization’s goal.
• Investigate and respond to general queries from all departments.

Knowledge and Skills:

• Supervisory Management skills
• Excellent written and oral communication skills
• Excellent telephone techniques and office etiquette.
• Excellent interpersonal skills using tact, patience, and courtesy.
• The ability to work independently with little direction.
• The ability to work confidentially with discretion.

           Education and Experience:

• A BSc or Associate Degree in Business Administration or Management
• Additional training in office and/or administrative management including secretarial skills.
• At least five years’ experience in a similar role, especially in the manufacturing sector.