Job Summary/Basic Function

An Executive Secretary is a competent professional who supports high-ranking officials by organizing schedules, attending meetings, managing correspondence, and performing various administrative tasks. They possess excellent time-management and organizational skills, proficiency in office software, and a strong understanding of business administration.

Duties & Responsibilities

• Provides administrative assistance and secretarial services to the Executive Director.
• Takes and transcribes oral dictation and type complex correspondence, articles, reports and minutes on general, special and technical subjects with a very high degree of proficiency and accuracy.
• Sort mails delivered to the office; maintains control over incoming and outgoing correspondence and reviews them for the Executive Director’s signature.
• Screens visitors, clarifies issues whenever possible and schedules appointments always keeping in mind the workload of the Executive Director in any particular day.
• Arranges staff and higher-level meetings, gathers materials or minutes whenever required.
• Composes letters, correspondence, reports, etc of complex nature for review and approval by the Executive Director.
• Maintains files of correspondence and other materials often of a confidential nature.
• Directs incoming routine letters on own initiative to offices concerned for the necessary action and issues approved ones as required.
• Locates and extracts information and materials from files and conducts follow up on pending items.
• Answers and screens telephone calls directed to the Executive Director, take messages and refer callers to the Executive Director or other appropriate staff.
• Studies, initiates and recommends ways of improving working methods and efficiency.

Additional Skills

• Public relation (PR) experience and skill is a plus.
• Excellent time management and ability to multi-task and prioritize work.
• Proven communication skills.
• Good interpersonal skills.
• Attention to detail and problem-solving skills.
• Flexibility and adaptability.
• Strong computer skill – database management.
• Excellent organizational and planning skill.
• Proficiency in English language is essential

Qualification:

Education:

• Bachelor’s degree in Secretarial Science & Office Management, Management or other related field of study

Experience

• Minimum of two years relevant work experience in office administration

Term of Employment: Permanent

Number required: 1 (one)

What we will offer

• Attractive salary.
• Exciting work environment.
• Capacity building opportunities.
• Opportunity to work with highly skilled international experts, and be part of a team that provides high-quality services and products.
• A Great professional career path towards excellence.