Executive Secretary

Position Overview

The Executive Secretary supports the line manager by efficiently handling all assigned daily duties to ensure smooth execution of managerial tasks.

Key Responsibilities

• Deliver secretarial and administrative aid to meet daily office needs such as conducting basic research, preparing documents and correspondence, coordinating meetings and scheduling logistics.
• Compose regular memos and official correspondence following prescribed templates and guidelines, including letters, meeting minutes, and various formal and informal communications.
• Receive, document, and archive incoming correspondence, mail, and communications effectively.
• Maintain internal and external document records in line with established office policies and procedures.
• Assist by procuring necessary documents and information from internal and external stakeholders and key partners.
• Organize and manage schedules, interviews, internal and external meetings, and other related events.
• Answer, screen, sort, and forward phone calls promptly and professionally.
• Coordinate effectively with internal departments, especially Human Resources and Finance, to ensure adequate support service delivery.
• Arrange travel plans and bookings as necessary, working collaboratively with internal and external teams.
• Ensure the availability of office supplies through coordination with General Services.
• Operate standard office equipment including computers, fax machines, printers, scanners, and photocopiers to support documentation needs.
• Maintain strict confidentiality regarding all office files, records, and data.
• Build and sustain positive relationships with internal teams and external partners to facilitate task execution.

Qualifications

• Bachelor's Degree in a pertinent field such as Business Administration.

Experience Requirements

• At least two years of experience handling executive affairs.