The Executive Secretary plays a crucial role in managing the administrative functions of an organization, particularly within the social services sector. This position requires a highly organized and proactive individual who can handle a variety of tasks, ensuring the smooth operation of daily activities. The Executive Secretary will be responsible for supporting senior management and facilitating communication across departments, making it essential to possess excellent interpersonal skills and a strong attention to detail.

Responsibilities:

1. Manage and organize the executive's schedule, including appointments, meetings, and travel arrangements.
2. Prepare and edit correspondence, reports, and presentations to ensure clarity and professionalism.
3. Act as a point of contact between executives and internal/external stakeholders, maintaining effective communication.
4. Maintain and organize filing systems, both electronic and paper, to ensure easy access to important documents.
5. Assist in the preparation of budgets and financial reports, ensuring compliance with organizational policies.
6. Coordinate and support special projects and initiatives as directed by management.
7. Conduct research and compile data to assist in decision-making processes.
8. Handle confidential information with discretion and integrity.
9. Participate in meetings, taking minutes and following up on action items.
10. Provide administrative support to other departments as needed to promote teamwork and collaboration.

Preferred Candidate:

1. Strong organizational skills with the ability to multitask effectively.
2. Excellent written and verbal communication skills.
3. Proficiency in Microsoft Office Suite and other relevant software.
4. Ability to work independently and as part of a team.
5. Strong problem-solving skills and attention to detail.
6. Experience in a similar role within the social services sector is a plus.
7. Ability to maintain confidentiality and handle sensitive information.
8. Proactive attitude with a willingness to take initiative.
9. Strong time management skills to meet deadlines.
10. Flexibility to adapt to changing priorities and work demands.

Skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to handle confidential information with discretion.
• Strong interpersonal skills for effective collaboration.
• Familiarity with office management systems and procedures.
• Ability to conduct research and analyze data.
• Problem-solving skills to address administrative challenges.