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Executive Secretary

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Accor

16d ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Pune

AI generated summary

  • You should have a relevant degree, 2-3 years' executive support experience, advanced MS Office skills, strong communication, organization, and discretion, plus event planning knowledge.
  • You will manage calendars, schedule meetings, handle correspondence, prepare documents, organize events, maintain filing systems, and provide administrative support while ensuring confidentiality.

Requirements

  • Bachelor's degree in Business Administration, Office Management, or a related field preferred
  • Minimum of 2-3 years of experience as an executive secretary or in a similar role
  • At least 1 year of experience supporting senior management
  • Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint
  • Excellent verbal and written communication skills in English
  • Strong organizational and time management skills with the ability to multitask and prioritize effectively
  • Exceptional attention to detail and accuracy in all tasks
  • Ability to maintain a high level of confidentiality and discretion
  • Excellent interpersonal skills with the ability to interact professionally with all levels of management and external contacts
  • Proficiency in scheduling and calendar management
  • Strong problem-solving skills and ability to work independently
  • Experience in event planning and coordination is a plus
  • Knowledge of office management principles and practices
  • Ability to adapt to changing priorities and work well under pressure
  • Familiarity with office equipment and technologies

Responsibilities

  • Manage and maintain executive calendars, schedule meetings, and coordinate travel arrangements
  • Handle all correspondence, including emails, letters, and phone calls, with professionalism and discretion
  • Prepare and edit various documents, reports, and presentations for senior management
  • Organize and coordinate meetings, conferences, and other events
  • Take, transcribe, and distribute meeting minutes accurately and promptly
  • Manage filing systems and maintain organized records, both digital and physical
  • Liaise with internal departments and external contacts on behalf of executives
  • Handle confidential information with utmost discretion and maintain a high level of confidentiality
  • Assist in the preparation of reports, presentations, and other materials for board meetings and executive briefings
  • Manage office supplies and equipment, ensuring everything is well-stocked and functioning properly
  • Provide administrative support to other departments as needed
  • Implement and maintain efficient office systems and procedures
  • Assist with special projects and additional tasks as assigned by senior management

FAQs

What are the primary responsibilities of the Executive Secretary?

The primary responsibilities include managing executive calendars, scheduling meetings, coordinating travel arrangements, handling correspondence, preparing documents and reports, organizing meetings and events, and maintaining filing systems.

What are the educational qualifications required for this role?

A Bachelor's degree in Business Administration, Office Management, or a related field is preferred.

How much experience is needed for the Executive Secretary position?

A minimum of 2-3 years of experience as an executive secretary or in a similar role is required, with at least 1 year of supporting senior management.

What software proficiency is necessary for this job?

Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint, is necessary.

Are strong communication skills important for the Executive Secretary position?

Yes, excellent verbal and written communication skills in English are essential for interacting professionally with all levels of management and external contacts.

What qualities should the Executive Secretary possess?

The ideal candidate should have strong organizational and time management skills, exceptional attention to detail, the ability to maintain confidentiality, and strong problem-solving skills.

Is experience in event planning required for this job?

While not required, experience in event planning and coordination is considered a plus.

How important is confidentiality in this role?

Confidentiality is of utmost importance; the Executive Secretary will be handling sensitive information and must maintain a high level of discretion.

Will the Executive Secretary be required to assist with other departments?

Yes, the Executive Secretary will provide administrative support to other departments as needed.

Is familiarity with office equipment and technologies necessary?

Yes, familiarity with office equipment and technologies is important for managing office supplies and ensuring everything is functioning properly.

Travel & Leisure
Industry
10,001+
Employees

Mission & Purpose

Accor is a leading global hospitality group offering a diverse portfolio of over 5,300 hotels and residences across more than 110 countries. It encompasses a wide range of brands, from luxury to economy, such as Raffles, Fairmont, Sofitel, Novotel, and ibis. Accor is committed to providing exceptional guest experiences through innovative services and a strong focus on sustainability and community engagement. The company aims to create memorable stays while contributing positively to the environment and the communities where it operates.