Executive secretary

Overview

Duties

Core Responsibilities

• Provide administrative support to Managing Partner, Finance, Admin, Engineers, and Architects.
• Coordinate schedules, manage calendars, organize meetings, agendas, and minutes.
• Handle the drafting, editing, and formatting of various documents and organize electronic and physical files.
• Handle incoming calls, emails, and correspondence and maintain professional and courteous communication.
• Assist with the coordination of project-related tasks and documentation.
• Organize and coordinate company events, conferences, and client meetings.
• Maintain expenses reports and reimbursement processes.
• Assist with budget tracking and financial record-keeping.
• Handle petty cash and other financial transactions.
• Oversee office supplies and inventory.
• Coordinate with IT and facilities teams for equipment and maintenance.
• Assist with the preparation of project proposals and reports.
• Coordinate the flow of information between the engineering team and other departments.
• Assist with budgeting and expense management including credit control, invoices, and refunds.
• Support the business development activities.
• Maintain records of client interactions, client emails, and contacts.
• Assist the Admin Department with employee documentation support .
• Assist in gathering and organizing tender documents.
• Coordinate the submission process with relevant departments.
• Ensure compliance with tender requirements and track the status of tenders and proposals.
• Provide the support and cooperation in regards to the Quality department requirements and Audits.
• Provide the support and cooperation in regards to the Quality, Health, Safety and Environmental department requirements and Audits.

Required Education & Skills

• Bachelor degree.
• Excellent communication skills in written and spoken English.
• Excellent typing speed and accuracy.
• Excellent knowledge of Microsoft Office software & AI.
• Ability to liaise with a wide variety of staff and clients at all levels.
• Able to act on own initiative and operate in a proactive way.
• Must be detail oriented, flexible and adaptable to change.

Application Question(s)

• What is your current salary?
• What is your expected salary?
• If selected, when can you join?

Education

• Bachelor's (Preferred)

Experience

• Executive : 5 years (Preferred)