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Job Description
We are looking for a competent Executive Secretary to support high-ranking officials in our company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks.
Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks.
Responsibilities
- Maintain executive’s agenda and assist in planning appointments, Staff meetings, conferences etc.
- Attend meetings and keep minutes
- Daily record keeping and filing of documents.
- Create and organize information, and generate reference tools for easy use.
- Receive and screen phone calls and redirect them when appropriate
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Make travel arrangements for executives
- Handle confidential documents ensuring they remain secure
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Conduct research and prepare presentations or reports as assigned
- Professionally greet and receive guests and clients.
- Ensure efficient and effective administrative information and assistance.
Job Requirements
- BA Degree is a must.
- Fluent English, French is preferred.
- ICDL, Proficient in Microsoft Office, and business communication software
- Time management.
- Willing to learn
- Min 2 years of experience in an executive support role.
- Thorough understanding of clerical and secretarial principles.
- Strong knowledge of databases and tracking systems.
- Fantastic organizational skills, detail and result oriented
- Ability to work under pressure and meet deadlines.
- Brilliant written and verbal communication skills.
