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Job Description
Job Vacancy: Executive Secretary
We are a leading contracting company seeking a highly organized and proactive Executive Secretary to join our dynamic team. This pivotal role requires a professional who can provide comprehensive administrative support, with a specialized focus on managing tenders and bids.
Responsibilities:
- Manage and coordinate all administrative tasks to ensure the smooth operation of the executive office.
- Handle the full lifecycle of tenders and bids, including tracking opportunities, preparing submissions, and managing deadlines on various online platforms.
- Maintain and organize a robust digital and physical filing system for all tender and bid-related documents, ensuring easy retrieval and compliance.
- Utilize advanced computer software to professionally prepare and format technical presentations and proposals for tenders and bids.
- Coordinate meetings, appointments, and travel arrangements for executives.
- Prepare reports, presentations, and correspondence as required.
- Act as a primary point of contact, liaising with internal and external stakeholders.
- Assist in project coordination and follow-up on action items.
Job Requirements
- Proven experience as an Executive Secretary or similar administrative role.
- Demonstrable experience working within the contracting/construction industry is essential.
- Extensive experience in managing, tracking, and submitting tenders and bids through various online platforms.
- Profound knowledge and practical experience with tender and bid document management systems and best practices for secure and efficient filing.
- Exceptional proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with the ability to create professional technical presentations and proposals.
- Strong organizational and time management skills with the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills.
- High level of discretion and confidentiality.
- Ability to work independently and as part of a team in a fast-paced environment.
