Experienced Executive Secretary at MacTay Consulting

Job Responsibilities: 

Calendar Management: 

• Coordinate and manage complex schedules, including arranging appointments, meetings, and travel itineraries for executives. 
• Prioritize and schedule meetings based on the executive's priorities, ensuring efficient use of their time. 

Communication Management: 

• Act as the primary point of contact for internal and external stakeholders, including screening and responding to phone calls, emails, and other correspondence on behalf of the executive. 
• Draft and prepare professional correspondence, reports, presentations, and other documents as needed. 
• Ensure timely dissemination of information to relevant parties and follow up on action items resulting from meetings and discussions. 

Administrative Support: 

• Provide comprehensive administrative support, including maintaining files, records, and databases, and ensuring the accuracy and confidentiality of information. 
• Handle expenses, reimbursements, and financial records for the executive, including processing invoices and managing budgets. 
• Anticipate the needs of the executive and proactively address them, such as preparing materials for meetings and presentations in advance. 

Meeting Coordination and Support: 

• Organize and facilitate meetings, including scheduling, preparing agendas, coordinating logistics, and taking minutes. 
• Liaise with internal departments and external stakeholders to gather necessary information and materials for meetings. 
• Follow up on action items and decisions made during meetings, ensuring timely implementation and resolution of outstanding issues. 

Project Support: 

• Assist with special projects and initiatives as assigned by the executive, providing administrative support and coordinating activities as needed. 
• Conduct research, gather data, and prepare reports or presentations to support decision-making processes. 
• Monitor project timelines and milestones, providing regular updates to the executive and stakeholders. 

Confidentiality and Discretion: 

• Handle sensitive and confidential information with the utmost discretion and professionalism. 
• Maintain confidentiality regarding executive decisions, discussions, and personal matters.

Relationship Management: 

• Build and maintain positive relationships with key stakeholders, both internally and externally, representing the executive professionally and effectively.
• Serve as a liaison between the executive and other departments or external parties, facilitating communication and collaboration.