Jard
Role: Executive Secretary
About the role:
We are seeking a professional and skilled Executive Secretary to provide comprehensive support to the Members of the Board. The successful candidate will play a crucial role in assisting the partners with their day-to-day tasks ensuring smooth and efficient operations.
They serve as the primary point of contact for internal and external matters related to the Board. Additionally, the Executive Assistant acts as a liaison to senior management teams, coordinates executive outreach and external relations efforts with clients, and oversees special projects.
Duties and Responsibilities
· Completes various administrative tasks for the Members of the Board., including composing confidential correspondence, managing their schedule, handling expense reports, organizing travel arrangements, and preparing documents for meetings.
· Manage and Coordinate the Board’s schedules and act as a gateway to facilitate their time efficiently.
· Acts as a bridge for effective communication between the Board and internal departments, fostering credibility, trust, and support from senior management staff.
· Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Board, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
· Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
· Acts as the CEO’s administrative liaison to the Board of Directors.
· Ensures discretion and confidentiality when interacting with all board members.
· Compiles agendas and supporting documents for Board
· Assists other committees in collaboration with various departments.
· Records meeting minutes for Board of Directors
· Maintains all corporate records for the organization.
· Adheres to compliance with applicable rules and regulations outlined in the by laws regarding board and board committee matters.
· Ensures advance distribution of meeting materials in electronic or paper format.
Other Internal and External Liaison
· Assisting in scheduling meetings and attending all meetings with Senior Management.
· Works with the Senior Management team in coordinating the CEO and Board’s outreach activities.
· Follows up on contacts made by the CEO and Board and supports the cultivation of ongoing relationships internally and externally.
Requirements
· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
· Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
· Expert level written and verbal communication skills.
· Demonstrated proactive approaches to problem-solving with strong decision-making capability.
· Highly resourceful team-player, with the ability to also be extremely effective independently.
· Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
· Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
· Forward looking thinker, who actively seeks opportunities and proposes solutions.
Education& Experience Requirements
· Bachelor’s degree
· Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms i.e-Linkedin
· 5 years of experience as an Executive Secretary