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Job Description
- 1. Provide efficient personal assistance and correspondence support to the GM/President, rout correspondence as necessary, and take initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately.
- Act as the first point of contact for both internal and external parties who wish to contact or meet the GM/President and screen the requests to ensure those with genuine and important reasons are given priority.
- Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; making judgments and recommendations to ensure smooth day-to-day engagements.
- Administers correspondence manages incoming calls and prioritizes phone messages, emails, and mail, Handles all calls and visitors with grace, sophistication, and professionalism.
- Organize and distribute circulars received by the GM/President, to concerned functions and follow up with circulars that require responding.
- Make travel arrangements, transportation, and accommodation – in conjunction with the Administration Department, in a cost-effective way, ensuring the best use of GM/President’s time.
- Follow all relevant operational procedures and instructions so that work is carried out in a controlled and consistent manner.
- Supervise arrangement of all calendar meetings and bookings, to ensure meeting arrangements requirements are met with utmost efficiency.
- Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Maintains confidentiality and uses a high degree of discretion.
- Other duties as assigned.
Job Requirements
- Proven experience as an executive secretary or similar administrative role.
- Excellent presentation skills, MIS reporting including MS Office and other software tools (e.g. SAP).
- proficiency in English and French is plus( Preferred French speakers or graduated from a French school)
- In-depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry.
- Able to follow up for implementation with concerned departments, and have tracking for all initiatives and implementation.
- Familiarity with basic research methods and reporting techniques.
- Excellent organizational and time-management skills.
- Outstanding communication and negotiation abilities.
- Integrity, confidentiality, and a Strong personality.
- Degree in business administration or a relative field.
