Executive Secretary to the Director
Confidential
مجموع سنوات الخبرة :31 years, 7 أشهر
SUMMARY OF DUTIES & RESPONSIBILITIES
Accountabilities
Responsible for maintaining & managing the Director's daily calendar and schedule.
Arrange meeting invites and appointments and ensure the Director is well-prepared for the meeting. Attend meetings and take minutes as and when required.
Administrative Support
Act as the Director's first point of contact and liaise with people from both internal and external organizations.
Responsible for drafting correspondence, official letters, agendas, reports, slide presentation and other documents.
Responsible for screening telephone calls, enquiries and requests.
Travel Arrangements
Plan, organize and arrange the Director’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company’s Business Travel Policy.
Responsible for preparing travel expense reimbursements in line with the company’s Business Travel Policy.
Office Management
Responsible for the upkeep and maintenance of the Director’s office and ensure that all office equipment & facilities are in working condition.
Responsible for maintaining and ordering stationery and grocery supplies for the department.
Filing and Document Circulation
Responsible for devising and maintaining office systems, including data management, filing, document tracking and circulation.
Coordinate incoming and outgoing communications and documentation, including distribution as appropriate. Obtaining background information and preparing standard replies on behalf of the Director.
Ad-hoc administrative tasks
Provide support and assistance to the department in any administrative and coordination tasks as and when required.
JOB-SPECIFIC SKILLS:
Professional expertise:
Able to work autonomously and confidentially, managing and prioritizing administrative tasks efficiently and effectively. Demonstrated writing and editing skills, including the ability to present information in a clear and concise manner. Designing and maintaining office filing and records systems. Able to successfully manage functions, events and conferences. Has a systematic and organized approach to work. Able to engage and influence others as a credible professional.
Organizational awareness
Able to understand the core business functions, contractual obligations and the organizational strategic direction, and contribute to the efficient administration of executive processes.
Communication
Able to communicate sensitively and effectively at all levels within the organization and maintain excellent relationships with external contacts. Able to communicate with a variety of stakeholders in a variety of ways, through the use of highly developed written and verbal skills.
Self-awareness
Able to understand oneself, to appreciate difference and to build confident professional relationships with colleagues to support effective administration processes.
Flexibility
Able to respond to arising issues and lead quality assurance and risk management initiatives. Able to work out of hours when required.
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