Executive Secretary

The Executive Secretary plays a pivotal role in supporting the efficient functioning of the municipality's administrative office. This role requires a dynamic individual with exceptional organizational skills, a keen eye for detail, and the ability to manage multiple tasks simultaneously. The Executive Secretary will primarily assist the Executive Director and several Board Members in various administrative tasks, ensuring seamless operations within the municipality.

Key Responsibilities:

• Provide administrative support to top-level executives and officials, including scheduling meetings, managing calendars, and making travel arrangements.
• Prepare and distribute correspondence, memos, and reports as required.
• Maintain accurate records and files, both electronic and hard copy, ensuring easy retrieval of information.
• Handle incoming and outgoing communications, including emails, phone calls, and mail, in a professional and efficient manner.
• Coordinate meetings, conferences, and other events, including booking venues, arranging catering, and preparing meeting materials.
• Attend meetings as required, take minutes, and prepare comprehensive meeting summaries and action points.
• Assist in the preparation and distribution of official documents, such as agendas, resolutions, ordinances, and proclamations.
• Ensure all documents are properly filed and archived according to established procedures.
• Serve as a liaison between the executive office and other departments, agencies, and external stakeholders.
• Communicate effectively with internal and external parties, representing the municipality in a professional and courteous manner.
• Maintain an understanding of the various compliances and notifications required to stay within the authority of the county.

Qualifications:

• Bachelor's degree in Business Administration, Public Administration, or related field preferred.
• Proven experience as an executive secretary, administrative assistant, or similar role, preferably in a municipal or government setting.
• Proficiency in office software and applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong communication skills, both written and verbal, with the ability to interact effectively with individuals at all levels.
• High level of integrity, professionalism, and discretion.
• Ability to work independently with minimal supervision and as part of a team.