Job Description

Reports To: Director

Job Summary: We are seeking a highly organized and dedicated Executive Secretary to the Director to provide comprehensive administrative support to our Director. The ideal candidate will manage daily office tasks, coordinate schedules, prepare well-researched documents, and handle communication efficiently, ensuring smooth operations within the executive office.

Key Responsibilities:

• Administrative Support:
• Manage and maintain the Directors busy calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations for the Director.
• Handle confidential documents and ensure they are secure.
• Organize and maintain office files and records.

2. Communication:

• Act as the point of contact between the Director and internal/external stakeholders.
• Screen and direct phone calls and distribute correspondence.
• Draft, review, and send communications on behalf of the Director.
• Prepare and share minutes of meetings, business circulars, and monthly reports.

3. Meeting and Event Coordination:

• Arrange and coordinate meetings, conferences, and seminars.
• Prepare agendas, take minutes, and ensure follow-up on action items.
• Manage logistical aspects of events including travel and accommodation arrangements.

4. Document Preparation:

• Conduct research and prepare detailed and accurate documents, reports, and presentations.
• Ensure all documents are well-organized and presented professionally.

5. Office Management:

• Oversee office supplies, equipment, and maintenance needs.
• Implement and manage office systems and procedures.
• Ensure the office environment is professional and conducive to productivity.

6. Project Assistance:

• Assist the Director with special projects as needed.
• Coordinate with various departments to ensure project deadlines are met.
• Provide support in developing strategies and plans.

Qualifications:

• Education: Bachelors degree in Business Administration, Management, or a related field.
• Experience: Minimum of 5 years of experience as an Executive Secretary or Executive Assistant.

Skills:

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Excellent research and document preparation skills.
• Ability to work independently and manage multiple tasks.

Personal Attributes:

• Professional and polished demeanor.
• High level of integrity and commitment.
• Detail-oriented and proactive.
• Strong problem-solving skills.
• Ability to work under pressure and meet tight deadlines.

Benefits:

• Competitive salary
• Health and wellness benefits
• Professional development opportunities

Job Type: Full-time

Pay: ?800,000.00 - ?1,000,000.00 per year

Benefits:

• Cell phone reimbursement
• Flexible schedule
• Health insurance
• Leave encashment
• Provident Fund

Schedule:

• Morning shift