Job Details
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Job Description
Main Duties:
- Provide a full secretarial and administrative support service to the GM.
- Maintain the diary and arrange appointments as necessary.
- Type reports and routine correspondence from dictation or written sources.
- Screen and respond to all incoming telephone calls and take action as appropriate.
- Draft routine correspondence for approval and signature by the GM.
- Receive visitors to the office.
- Open and distribute post.
- Attend and minute all board meetings and arrange for the distribution of the minutes.
- Maintain the office filing system and all personnel records.
- Make all travel arrangements for the GM.
- Make arrangements for any meetings required by the GM.
- Undertake projects and research, which might require contact with external agencies, as required by the GM.
- Operate standard office equipment such as word processor, photocopier etc.
- Act as the GM’s representative at internal meetings.
- Oversee the maintenance of secretarial standards
Job Requirements
- Proven experience as an Executive Secretary
- Females only
- Age less than 30
- Knowledge of Office Manager responsibilities, systems and procedures
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Hands on experience with office machines (e.g. fax machines and printers)
- Familiarity with email scheduling tools, like Email Scheduler
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail, problem solving skills & excellent follow up
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- High School degree; additional qualification as Executive Secretary will be a plus