JOB DESCRIPTION

• Complete a broad variety of administrative tasks for the Executive Secretary (ES) including managing an extremely active calendar of appointments, plan, coordinate and ensures the Executive Secretarys schedule is followed and respected; acts in a gatekeeper capacity, creating win-win situations for direct access to ESs time and office.
• Composing and preparing correspondence; monitors and responds to emails; researches required information or background on organizations and individuals.
• Sets up meeting files, scheduling and calendaring meetings, sets meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
• Prepare travel arrangements, expense reports, and all items needed to ensure the Executive Secretarys successful focus on external relations and organizational growth.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive Secretary, including those of a sensitive or confidential nature. Consult with the ES in determining appropriate course of action, referral or response.
• Work closely and effectively with the Executive Secretary to keep him well informed of upcoming commitments and responsibilities, and follows up appropriately.
• Manage the Executive Secretarys office ensuring the proper documentation and record keeping on behalf of the ES.

QUALIFICATIONS

• A good university degree
• 3-5 years work experience in a similar role
• Excellent verbal, oral and written communications skills
• IT Proficiency in Microsoft Word, Excel and PowerPoint in particular.