Executive Secretary

The jobs in this level are responsible for providing the necessary support to section heads by offering a complete secretarial, administrative support service and general office duties of a responsible and confidential nature. This includes first point of contact direction, time management, correspondence disposition and resolution, leading administration staff.

Responsibilities

• Follows all relevant Administration procedures so that work is carried out in a controlled and consistent manner.
• Follows the day-to-day operations related to own jobs in the Administration to ensure continuity of work.
• Supervises the activities and work of Levels 1, 2 & 3 to ensure that all work within a specific area of the Administration unit activity is carried out in an efficient manner.
• Provides a complete secretarial and administrative service to function heads or a department to facilitate the processes and allows them to concentrate on mainstream activities.
• Provides a complete correspondence service, routing correspondence as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently.
• Provides a time management/diary service for the managers to ensure ability to attend all key meetings at the appointed times.
• Communicates section head's instructions or desires to various individuals and/or departments, and furnishes and obtains information from other managers.
• Monitors office stationary usage and initiate replenishment action to maintain supply levels.

Qualifications

Education Experience Skills

• Bachelor degree in Business Administration or any related field

• 2-4 years of related experience

• Business Acumen
• English Language Skills
• Professional Writing Skills
• IT & Computer Literacy
• Presentation / Facilitation Skills