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Job Description
Job Summery:
- The Executive Secretary is responsible for supporting Managing Director.
- Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests; in order to ensure that services are provided in an effective and efficient manner.
Job Description:
- Provide administrative and clerical support to departments or individuals.
- General Financial Issues
- Schedule meetings and arrange meeting room.
- Alert manager about cancelations or new meetings.
- Manage travel and schedule.
- Handle information requests.
- Prepare correspondence and stuff mail into envelopes.
- Arrange for outgoing mail and packages to be picked up.
- Prepare statistical reports.
- Manage spreadsheets.
- Greet and receive visitor.
- Prepare confidential and sensitive documents.
- Coordinates office management activities.
- Determine matters of top priority and handle accordingly.
- Prepare agenda for meetings.
- Takes and transcribes dictation.
- Helps prepare office budget.
- Plans events and volunteer activities.
- Maintain office procedures.
- Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
- Operate office equipment, such as photocopy machine and scanner.
- Relay directives, instructions and assignment to executives.
- Receive and relay telephone messages.
- Direct the general public to the appropriate staff member.
- Maintain hard copy and electronic filing system.
- Sign for TNT/Aramex/UPS/DHL/FedEx packages.
Job Requirements
- English Language Proficiency
- Experience in the same position is preferred
- Experience in a related field is preferred
- Good organization skills
- Good time management
- Good communications skills, written and verbal
- Confidence with IT and computer packages
- Accuracy and good attention to detail
- An ability to stay calm and tactful under pressure
- Self motivation
- A bright and positive attitude