Posted Aug 26, 2024 852 views
We are seeking a competent Executive Secretary to provide essential support to our high-ranking officials. You will play a crucial role in organizing and maintaining the executive’s schedule and performing various administrative tasks.
Your main objective will be to enhance our business's efficiency by ensuring the timely and efficient completion of all assigned administrative tasks. This entails obtaining compliance from all stakeholders and guaranteeing that each department meets its deadlines within the said timeline.
The candidate will be responsible for providing administrative support, managing schedules, coordinating meetings, and ensuring seamless communication within the executive team and across departments.
Responsibilities:
- Provide regular follow-ups on the tasks assigned and push all departments to meet deadlines.
- Ensure compliance among Heads of Departments (HODs) to achieve task completion.
- Coordinate and facilitate communication between the executive team and internal/external stakeholders.
- Provide administrative support to the executive team, including managing calendars, scheduling meetings, and making travel arrangements.
- Maintain the executive’s agenda and assist in planning appointments, board meetings, conferences, etc.
- Attend meetings and keep minutes.
- Anticipate the needs of the executive team and proactively address them.
- Assist in special projects and initiatives as assigned.
- Receive and screen phone calls and redirect them when appropriate.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages, etc.).
- Make travel arrangements for executives.
- Handle confidential documents, ensuring they remain secure.
- Prepare invoices or financial statements and provide assistance in bookkeeping.
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
- Maintain electronic and paper records, ensuring information is organized and easily accessible.
Candidate Requirements and Skills:
- 35 years old or above.
- Minimum 5 years of proven work experience as an Executive Secretary or similar administrative role.
- Master's degree in business administration or a related field is preferred.
- Ability to prioritize tasks and work efficiently under pressure.
- Strong verbal and written communication skills.
- Proficiency in Google Suite (Google Sheets, Google Docs, etc.).
- Confident personality to manage others and get the job done.
- Ability to work in a manner that forms a bridge between departments and the board of directors.
- Possesses commendable typing proficiency.
- Ability to travel easily if required.
- Should possess integrity, ethical behavior, and work cordially with others.
- Receiving phone calls and updating documents as assigned.
- Managing events by keeping track of the calendar and giving reminders accordingly.
- Adhere to confidentiality protocols as necessary.
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