Executive Secretary Full Time

This critical role is responsible for providing high-level administrative and operational support to the Chief Operating Officer (COO).

• Executive Coordination:
  • Manage and coordinate the COO’s schedule, including meetings, appointments, and travel arrangements.
  • Plan, coordinate, and evaluate schedules to meet organizational and project requirements effectively.
  • Event management and preparation
• Document Preparation:
  • Prepare letters, reports, memos, presentations, and organizational charts using MS applications, with a focus on proposals and PowerPoint presentations.
  • Create, transcribe, and distribute meeting agendas and minutes.
• Office Management:
  • Oversee office activities and provide support to ensure smooth operations.
  • Coordinate the daily assignments of drivers and ensure office logistics run efficiently.
• Financial Oversight:
  • Maintain sound knowledge of accounting practices, including invoice and payment schedules.
• Communication & Correspondence:
  • Read and analyze incoming memos, letters, and reports to determine significance and take necessary action.
  • Answer phone calls, direct them to appropriate parties, or take messages.
• Records Management:
  • Submit, file, and retrieve project documents, records, and reports promptly.
  • Ensure the timely submission of reports and timesheets.

• Highly detail-oriented with exceptional organizational skills.
• Adaptable to change and able to thrive in a fast-paced environment.
• Proactive in identifying and implementing practical solutions to complex challenges.
• A team player with strong interpersonal and client-focused abilities.
• Demonstrated initiative in proposing areas for continuous improvement.
• Excellent skills in MS Office.