Executive Secretary

Provide a full secretarial and administrative support service to, Receive customers and visitors to the company and maintain the reception area to ensure that a good initial impression is given.

General Administrative Duties :

• Prepare periodic reports regarding activities and achievements to be submitted to the MD on monthly basis or when required
• Assign a coverage person to carry out the responsibilities of the position whenever the need arises such as travel, out of office for personal or business need
• Perform other duties related to the job as assigned by the Executive Leadership Team.

Technical Duties :

•  Provide a full secretarial and administrative support service to the executives.
• 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 Bloom Stockholder.
• Maintain the office filing system and all personnel records.
• Make all travel arrangements for Bloom executives.
• Receive all visitors to the company, ensuring that their requirements are promptly dealt with and that they are given a favorable impression of the company.
• Supervise the collection and delivery of incoming and outgoing mail to ensure that it is promptly delivered to the correct addresses, internally and externally.
• Maintain the reception area in a tidy manner so that a favorable first impression is given to any visitors.
• Maintain stocks of brochures, magazines and other information and ensure that these are easily accessible to visitors.
• Make arrangements for any meetings required by the Managing Director.
• Undertake projects and research, which might require contact with external agencies, as required by the Managing Director.
• Operate standard office equipment such as word processor, photocopier etc.
• Supervise the cleaning services for the building and monitor the work carried out to ensure that it is of the required standard.
• Supervise the work of administrative support staff to ensure that they provide the administrative services required by the company to the required standards.
• Carry out routine inspections to ensure that first aid boxes are adequately stocked and that fire extinguishers are correctly maintained.
• Keep all staff informed of office procedures.
• Maintain all necessary records to ensure that the office is well maintained, that administrative services are provided as required and that invoices are processed for work carried out.
• Oversee the maintenance of secretarial standards throughout the company and contribute to the training of other secretaries.