EXECUTIVE SECRETARY

Job description

The role focuses on providing high-level secretarial and administrative support to the Chief Executive Officer.

The position involves managing communications, scheduling, record keeping, and ensuring smooth coordination between the CEO and different work units.

Key Responsibilities

The role involves administrative support, communication handling, and office coordination.

• Answer telephone calls and respond to inquiries via phone or email
• Set up conference calls and take messages and minutes during meetings
• Perform administrative tasks, including filing and photocopying
• Write emails, memos, and official letters
• Implement and maintain office procedures and record systems
• Manage database entry and maintain client files
• Document financial transactions and perform basic bookkeeping tasks
• Organize and distribute incoming and outgoing messages
• Make and confirm travel arrangements, including payments
• Prepare and send outgoing correspondence
• Maintain confidential files and records
• Occasionally travel off-site to deliver reports and payment requests
• Request office supplies and monitor inventory levels
• Schedule appointments and manage the CEO’s calendar
• Transmit messages and instructions from the CEO to relevant departments

Qualifications

• Minimum Diploma in Secretarial Science or related field

Experience

• Minimum 3–5 years of relevant work experience

Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• High level of confidentiality and professionalism
• Good time management and attention to detail
• Proficiency in MS Office and office management tools
• Ability to work under pressure and meet deadlines

Skills Required:

• Customer / Service / Secretarial