Executive Secretary

Executive Secretary

Secretary

Role Purpose:

To provide the necessary support to the President’s office by offering secretarial and administrative support service and general office duties of a responsible and confidential nature which includes managing logistics, scheduling, travel arrangements, correspondence disposition etc., to ensure that the office needs are being met effectively and efficiently.

Responsibilities:

• Follow all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
• Provide complete correspondence service as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently.
• Type of all correspondence, minutes, memorandums, letters, reports, as requested by the President’s department.
• Prepare presentations for the President, when required and write and edit minutes, draft and/or type reports and correspondences to ensure consistency and standardization of formats.
• Provide general information required by the President by conducting research over the internet / internal databases.
• Follow up in a very effective manner on all sign off approvals facing the President. Liaise with other department managers in ensuring the President approves key documents in a timely manner.
• Make travel arrangements in a time-effective way when required as necessary, including booking itineraries/venues to ensure most effective use of President’s time.
• Meet and greet visitors and offer/order refreshments when appropriate to ensure their comfort.
• Organize the President’s diary ensuring enough time for each meeting and assist him/her to keep to the timetable daily by ensuring that internal attendees arrive on time.
• Schedule meetings for the President, with required stakeholders, etc., including sending notification of dates, times, location of meetings to all attendees and advising attendees of any changes well in advance, compiling and issuing meeting agendas and minutes as per the agreed deadlines.
• Receive and screen telephone calls, letters, and/or visitors, answers routine questions and furnishes information as necessary to ensure availability of data and efficiency of service.
• Ensure upkeep of the reception and office area and coordinate with required parties to ensure office area is clean, tidy, and presentable always.
• Order and stock stationary items to fulfil the requirements of all employees, prepare PR’s and arrange for maintenance of office equipment and building areas to ensure proper functioning of amenities and adequate provisioning of stationery items.
• Maintain an up-to-date comprehensive filing system of all required documentations ensuring correspondence is filed daily and old correspondence/files are cleared out on a regular basis.

Minimum Qualifications:

• Diploma in administration or secretarial qualification are preferred

Minimum Experience:

• Minimum 3 years of experience working as a secretary

Required Skills

• Written and verbal communication skills including English language
• Knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Excellent planning and organizing skills
• Calendar management skills, including the ability to coordinate complex meetings
• Strong interpersonal skills.
• Maturity in handling sensitive and confidential issues

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