Executive Secretary

Description:

Responsibilities

• Diary management including booking meeting and forward planning on future meetings/actions.
• Handling incoming /outgoing email, fax, parcels and letters.
• Maintaining confidential and other corporate files.
• Conduct daily diary meeting to discuss upcoming engagements, invitations and other requests.
• Schedule, attend and taking minutes of meetings between directors and committee.
• Arrange schedule for document signatories.
• Making travel arrangements including booking flights, hotels and itineraries.
• Filter general information, queries, phone calls and invitations by redirecting or taking forward such contact as appropriate.
• Typing correspondence including meeting requests, email drafts, letters, collating monthly management reports, reports, data analysis and research.
• Office management duties including managing petty cash, liaising with contractors and office suppliers, managing stationery supplies and other office management tasks.
• Creating and organizing information, and generating reference tools for easy use.

SKILLS

• Must have excellent, proven administration skills including ability to work with accuracy and attention to detail at all times.
• Ability to take initiative in aspects of work and demonstrate a proactive approach using common sense.
• Ability to maintain a calm and positive demanding situation and displaying a sensible approach to work.
• Confident, professional, assertive and diplomatic works approach a positive and energetic team player.
• Ability to work unsupervised and take ownership of projects, as required, to completion
• Strong work ethic including professional presentation of self and ability to work extended hours when required.
• Confidentiality and discretion