Executive Secretary Job Description: Top Duties and Qualifications

An Executive Secretary, or an Executive Assistant, conducts several support tasks for an individual or a group of managers. These tasks may revolve around diary management, event planning and office administration.

 

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Executive Secretary duties and responsibilities

The duties and responsibilities that an Executive Secretary mainly include:

  • Handling enquiries and screening telephone calls
  • Organising a manager’s diary and making appointments
  • Arranging meetings
  • Taking notes at meetings
  • Organising and maintaining office systems
  • Securing travel arrangements when necessary
  • Attending to company clients and visitors

 

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Executive Secretary Job Description Examples:

 

Example 1

*Executive PA/ Company Secretary* *Reports To: **Chief Executive/ Board of Trustees* *Grade/ Salary: **Negotiable- to be discussed at interview* *Location: **Head Office, St Mellons Business Park, but with flexibility to attend various other premises where Board meetings require * *Hours: **18.75 per week, including some evening work should Board Meetings require this- flexible as to pattern of working over a 5 day week* *Contract: **Permanent* *Purpose of the Job: **To support the organisation by providing executive PA Support to the Chief Executive and Board of Trustees. The post holder will also be responsible for the governance of the Boards with the relevant bodies* *Background and Service* Kaleidoscope’s mission is to provide life enhancing services to people on the margins of society. In particular we provide support to people with drug and alcohol problems, enabling them to make positive changes in their lives. The exciting and varied role has become available to support our Chief Executive and Board of Trustees across our three Boards- Kaleidoscope Project, The Kingston Housing Association and ARCH Initiatives. The successful candidate will be a focal point for all manner of enquiries and advice and will have a proven track record of providing an excellent standard of organisational and administrative support in a similar role. Kaleidoscope is a constantly changing and exciting organisation and this proactive role is key to ensuring that the Boards are compliant, fit for purpose and hold accurate and up to date records with all appropriate bodies. The role will also ensure the smooth running of all Board Meetings and Away Days and that communication between the Boards and the Executive Officers is managed in a proactive, effective way. First impressions of organisations are often gained from one call or visit to the central office, so it is essential that candidates are self aware and able to consistently demonstrate a professional, sensible and positive image whilst often having to juggle a wide number and variety of tasks in an ever changing environment. *Role and * · Positively, accurately and timely communicate appropriate messages and information from and to the Chief Executive and Trustees. · Organise and actively manage Chief Executive’s diary, bearing in mind any travel or time constraints of appointments. · Implement effective internal and external communication processes. · Develop an understanding of the political and legal context of the organisation and its Governance arrangements. · Deal with incoming communications to and for the CEO/ Board. * Manage, schedule and minute all Board, Committee and AGM meetings, ensuring a log of actions is completed and reviewed, in a timely and accurate manner. * Draft Resolutions for Board approval where required · Assist the Board / CEO with any required Secretarial work. · Ensure all Companies House, FCA, Charity Commission returns and records are up to date and accurate. · Prepare and circulate Board papers in a professional, accurate and timely manner. · Meet, greet and provide hospitality to visitors at all levels of seniority. · Organise meetings, including venue, facilities, attendees and refreshments, ensuring attendees are well prepared. · Maintain accurate personal information and governance documentation for all Trustees on internal office systems, including data management, etc. * Contribute to meeting discussions, and when required advise members of the legal, governance, accounting and tax implications of proposed policies. * Monitor changes in relevant legislation and the regulatory environment and take appropriate action. * Liaise with external regulators and advisers, such as lawyers and auditors. · Arrange travel and accommodation for CEO/ Trustees members as necessary. · Book six-weekly supervisions and annual appraisals for staff line managed by chief Executive and the CEO themselves with the appointed committee trustees. · Support co-ordination of official events, including Open Days and Board Away Days. · Be a professional and courteous representative of the Organisation. · Liaise with the Marketing and Communications Officer with media enquiries. · Any other duties that the Chief Executive / Board of Directors may reasonable require. *Our Values: * The successful candidate will be expected to adhere to and embody our organisational values of Integrity, Engagement, Excellence and Innovation in their day to day activities working towards the organisational strategic objectives as part of a wider team. Application deadline: 25/06/2021 Job Type: Permanent Salary: Up to £24,000.00 per year Benefits: * Additional leave * Bike to work scheme * Company events * Company pension * Flexible schedule * On-site parking * Sick pay * Wellness programmes Schedule: * Monday to Friday Work remotely: * No

Example 2

This vacancy is open to internal applicants only and this post is a limited term appointment for 2 years. Would you love to work at the heart of the Isle of Man Government? Join our team as the Executive Assistant to the Chief Secretary – this is an exciting and varied role where you will play a crucial part in enabling the Chief Secretary to deliver his wide ranging and demanding duties. About the role and our team This fast-paced, multi-faceted environment where every day is different and the ability to be agile and adaptable is a must. What could you typical week involve? Reviewing the weekly schedule and ensure the Chief Secretary is fully prepared for upcoming matters Preparing briefing information and coordinating information across Government to support the Chief Secretary on a wide range of matters and issues Attending formal and informal meetings Preparing papers and agendas, and recording minutes and action points Contributing to the further development of the Chief Secretary’s business continuity plan Support the Chief Secretary with the performance management of the Chief Officer Group and the Executive Leadership Providing oversight of Parliamentary business including answers to Tynwald and Keys Questions You’ll also provide line management to the Private Secretaries to the Chief Minister and the Personal Assistant to the Chief Secretary and providing advice, support and direction to enhance the operations of the private office. If you have excellent communication skills, great organisational skills, with the ability to manage multiple priorities, this could the role for you. What can this role offer me? You’ll have the chance to work with people across all levels of the Isle of Man Government, including senior leaders of the Civil Service and politicians on a daily basis, providing you with an excellent opportunity to build experience and confidence for future career development. As you’ll be providing line management to some of our team, you’ll have the opportunity to expand and build your leadership skills and experience. You’ll have access to the wide variety of courses that LEAD provide to help you develop in this role, and you will have the support of a coach and a mentor ensuring that you get as much out of this learning opportunity as possible. If working flexibly is important to you, you’ll be happy to know we operate a flexi-time system making it easier to reclaim any additional hours worked and to fit your other commitments around your work life. To find out more about the benefits you can enjoy by working with us, download our benefits guide from the bottom of the advert. How to find out more and apply For more information please see the attached job description and person specification, or alternatively contact Jo Taylor on 687522, or via MS Teams. Applications for this post will be accepted up to midnight of the closing date specified. You’ll need to upload your latest CV to your application, and we recommend that you also include a cover letter that explains your motivations for applying, and that demonstrates your suitability for this post. If you have difficulties applying online please contact the Recruitment Team on 01624 686300 or by email at [email address] A relocation package and interview expenses are not available for this role. Flexible Working The Isle of Man Public Service is an equal opportunities employer which supports and promotes flexible working. We understand its benefits in improving work-life balance and supporting health and wellbeing and, in its different forms; it is widespread throughout the Public Service. We are happy to discuss part-time or flexible working arrangements, including job share partnerships, for our roles (where possible) and if interested you should discuss this with the Hiring Manager. Find out more about where a career in the Isle of Man Public Service could take you at

Example 3

*About the role* As the Executive secretary, you will be working closely with the Chief Executive, Leadership team and Board of Trustees to provide administrative support which underpins the effective governance of the Hospice. Your key responsibilities will be:
  • arrangingand providing support for meetings and planning days of the Ashgate Board
  • arranging and providing support for meetings of the trustee led Board committees and subgroups.
  • minute taking at Board and Sub Committee meetings
  • working with the Chief Executive and Leadership Team to ensure that all papers for such meetings are prepared and disseminated in an appropriate and timely fashion. *About you* To be successful in this role you will need excellent organisational skills as well as the ability to prioritise competing demands under pressure. You will have and high level of written communications and IT ability. This role will require you to respect confidentially at all times and carry your work out with integrity. *About us* Ashgate Hospicecare is a registered charity that provides compassionate, specialist palliative and end of life care, free of charge, to patients with a life-limiting illness and their families across North Derbyshire. Our values are at the heart of everything we do at Ashgate Hospicecare. They are grounded in our commitment to being the best we can be for our patients and the people who are important to them, and for each other. We are compassionate. We are a team. We are respectful, open and inclusive. We are passionate about all our people which is why 97% of our staff and volunteers would recommend us as a place to work. We recognise the need to support our employees’ wellbeing including their work-life balance. *Benefits: *
  • Competitive rates of pay
  • 13% Organisational pension, 7% employer contribution, employee 6 % contribution
  • Cycle to Work Scheme
  • Westfield Foresight Plan gives you free access to free annual eye tests and dental check-ups, physiotherapy, chiropody, and homoeopathy treatment.
  • Westfield Rewards offer discounts for several retail outlets and online shopping, including Sainsbury's, M&S and Cineworld.
  • Life assurance scheme, 2 X annual salary
  • Ample, free onsite parking
  • Onsite café As a valued member of the team, you will have a wide range of training and development available to support your own personal, professional development including support with funding. These opportunities will open doors to new career pathways. *What next* If you would like to find out more about the role, please contact Heidi Golden on 01246 568801. You can arrange to visit the Hospice to see what it would be like to work with us. Please visit our website and social media accounts or listen to our podcast “The Life and Death Podcast” to get a feel for what it is like to be part of the Ashgate team and gain an understanding of the people we support. Any candidate who identifies themselves as disabled will be shortlisted if they meet the essential criteria for the role. Essential criteria can be found in the job description and person specification for the role. To apply, please download an application form from our website [website] If you are shortlisted for an interview, you will usually receive an invitation a minimum of 48 hours before the day of the interview. If you have received no response within two weeks of the closing date, your application will have been unsuccessful on this occasion. If successful, you will be required to have an enhanced level DBS check carried as part of the conditional pre-employment checks. For more information, please refer to the candidate assistant notes. Contract length: 12 months Application deadline: 18/06/2021 Job Types: Full-time, Temporary Salary: per year Benefits: * Bike to work scheme * Company pension * Discounted or free food * Flexible schedule * On-site parking * Sick pay * Wellness programmes * Work from home Schedule: * Monday to Friday Work remotely: * Temporarily due to COVID-19
  • What does an Executive Secretary do?

    An Executive Secretary helps ensure that an office’s daily operations run smoothly. They manage office communications on behalf of their managers. An Executive Secretary may be asked to arrange meetings between a company and its clients.

     

    Executive Secretary skills and qualifications

    A successful Executive Secretary candidate  will have various prerequisite skills and qualifications that include:

    • Good verbal and written skills applied through all channels of communications
    • Active listening and record keeping skills
    • Computer and software competencies in the Microsoft Office Suite or other word processors
    • Multitasking skills
    • Knowledge of organising an office’s filing system
    • Scheduling skills

     

    Executive Secretary experience requirements

    An employer may prefer an Executive Secretary candidate with several years of experience, at least with two years of relevant work experience. Ideally, the candidate should work in the same industry as the advertsied postion is in. The candidate’s history should show in detail, how they’ve applied their skills in real working conditions. Employers will also consider a candidate who has experience working as a Secretary or Administrator. It’s also advisable to verify a candidate’s previous work experience through refrences from their previous employers. 

     

    Executive Secretary education and training requirements

    An Executive Secretary has a Level 2 Certificate in Business Support and a Level 3 Diploma in Business Administration. Some have two General Certificates of Secondary Education (GCSEs) at grades 9 to 3 for a Level 2 course. Others hold a minimum of four GCSEs at grades 9 to 4 for a Level 3 course. Executive Secretaries also complete apprenticeship programs in business administration. Candidates who have previously served as a Secretary or Administrator must complete training to progress into an Executive Secretary.

     

    Executive Secretary salary expectations

    According to Indeed Salaries, the average salary for an Executive Secretary is £23,461 per year. The starting salary of a successful Executive Secretary varies depending on the candidate’s work experience, the location of the position and the specific company.

     

    Job description samples for similar positions

    It’s possible that an Executive Secretary is not quite what you were looking for. If that’s the case, you may wish to explore other related positions such as:

     

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    Executive Secretary job description FAQs

     

    What qualities make a good Executive Secretary?

    An ideal Executive Secretary is able to anticipate a manager’s needs. They are highly resourceful and adaptable. They are able to quickly and effectively take action when an unexpected situation arises. An Executive Secretary must also show strong organisational skills and be able to efficiently keep track of all company records. Executive Secretaries are expected to be good team players. They are able to work well with other Executive Secretaries and company employees.

     

    Who does an Executive Secretary report to?

    Since they typically work directly for a specific member of upper management, many Executive Secretaries report directly to a Chief Executive Officer (CEO), Chief Operating Officer (COO) or Chief Financial Officer (CFO). Regardless of the type of upper executive that an Executive Secretary reports to, their job requirements remain the same.

     

    What is the difference between an Executive Secretary and a Secretary?

    Typically, an Executive Secretary reports to a single manager or executive of a company. In some cases, a company may also assign one Executive Secretary to an entire department or group of managers. In contrast, a Secretary is expected to provide administrative support to the entire organisation. They may be asked to update records on the company’s IT systems. They are also expected to serve as the first point of contact for the company’s guests and clients.

    However, there are company events where an Executive Secretary would work in cooperation with the company Secretary.

     

    How can you make your Executive Secretary job description stand out?

    A good Executive Secretary job description clearly states all of your job requirements in a detailed manner. This will help a candidate determine the workload and work hours. The job description should specifiy if the any flexible-work hours available such as short days, job share or part-time work.  Any company perks should also be stated such as discounts in retail stores and local restaurants, or any company facilities. The job description should indicate if the hired candidate qualifies for bonuses or leave based on their performance.

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