Executive Secretary

Company Description Listaat OÜ is an Estonia-based engineering auto-design and technical consultancy venture that supports infrastructure projects through remote technical services. The company focuses on water and wastewater networks, pumping infrastructure, and related civil and utility interfaces. Listaat OÜ collaborates with clients to provide specialized engineering expertise that enhances project planning, design, and implementation. The organization values efficiency, accuracy, and reliable remote support for complex infrastructure challenges.

Role Description The Executive Secretary role is a full-time remote position responsible for providing high-level administrative and secretarial support to company leadership. Day-to-day tasks include managing calendars, scheduling meetings, organizing virtual and in-person appointments, and coordinating internal and external communications. The Executive Secretary will prepare and format documents, reports, and presentations, maintain organized digital filing systems, and support company secretarial duties such as drafting minutes and maintaining records. The role also involves handling inquiries, providing responsive customer service to clients and partners, and ensuring smooth administrative workflows across the organization. This position requires working independently, prioritizing tasks effectively, and maintaining confidentiality in all matters.

Qualifications

• Strong clerical skills, including document preparation, data entry, and digital record management
• Excellent communication abilities, both written and verbal, with professional email and phone etiquette
• Experience in company secretarial work, such as preparing meeting agendas, minutes, and maintaining corporate records
• Executive administrative assistance skills, including calendar management, meeting coordination, and task prioritization
• Customer service skills for handling client inquiries, providing information, and supporting positive client relationships
• Proficiency with office software (e.g., word processing, spreadsheets, presentation tools, and online collaboration platforms)
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks in a remote work environment
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism
• Prior experience in an administrative or executive support role; experience in engineering or consultancy environments is an advantage
• Relevant post-secondary education or training in administration, business, or a related field is preferred