Secretary Full Time

Synopsis

To independently manage and organise the efficient functioning of the Executive office and to prioritize all appointments and activities.

Accountabilities

• Management of the Executive’s agenda; maintain diary; maximising effective utilization of time, ensure all matters brought forward are responded and attended to in an appropriate manner.  Serve as front line person welcoming visitors and handling of high-level communication and correspondence with authorities and external parties
• Efficiently process and manage all inbound and outbound data and information, both confidential and routine; screen and sort mails, e-mails and other documents, ensure acknowledgments and responses are provided; review documents and if necessary, ask for supporting data before forwarding for approval and signature
• Prepare correspondence, create reports, dashboards and presentations.  Manage discrete projects and assignments, ensuring accuracy of information, attention to detail, timely data collection, integration of information, preparation and submission within required timelines.  Excellent use of Excel, business and presentation skills.  Assist in department specific tasks (e.g. update and maintenance of records, IT systems, databases, etc.), functions and other special projects as required
• Liaise with high level contacts i.e. Chief’s and their offices
• Manage and organise internal and external meetings; communicate and confirm attendees, agenda, ensure meeting resources (i.e. meeting rooms, handouts, food, equipment, etc.). Ensure preparation and follow up for regular department meetings. Take minutes of the meetings where required and distribute to attendees in a timely fashion
• Manage the department’s petty cash and cost center. Process PR’s and PO’s in line with Procurement procedures. Maintain records of expense claim documentation, invoices, etc.

Education & Experience

• Minimum high school diploma, with additional certifications on office management or secretarial and computer courses
• 4+ years overall experience which at least 1 to 2 years in secretarial or administrative roles.
• Excellent communication skills and fluency in English.