Secretary - Westlands at Brites Management

DUTIES AND RESPONSIBILITIES

• Manage and maintain executive schedules, including coordinating meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle phone calls, emails, and other communications, acting as the point of contact for internal and external stakeholders.
• Organize and coordinate meetings, including arranging venues, preparing agendas, and distributing materials.
• Take detailed meeting minutes and follow up on action items as needed.
• Arrange complex travel itineraries, including flights, accommodations, and transportation.
• Prepare and manage travel expense reports and reimbursements.
• Maintain and organize electronic and paper filing systems, ensuring documents are easily accessible and securely stored.
• Handle confidential information with the highest level of discretion.
• Oversee office supplies and equipment, including ordering and inventory management.
• Assist with special projects and events as assigned by the executive team.
• Interact with clients, vendors, and other stakeholders professionally and efficiently.
• Screen and prioritize incoming communications and requests.
• Ensure compliance with company policies and procedures.
• Prepare and maintain reports and documentation related to executive functions.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Minimum of 3-5 years of experience in an administrative support role, preferably supporting senior executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and time-management skills with a keen attention to detail.
• Proactive and self-motivated with a problem-solving mindset.
• Strong interpersonal skills with the ability to interact effectively with diverse groups.
• Adaptable and capable of working independently as well as part of a team.