Executive Secretary

Serves as the primary contact for the unit, answering telephones and ensuring that appropriate parties receive the information in an expeditious manner along with ensuring the smooth functioning of the department by liaising with all the department employees in a professional manner. Assist the Finance Manager and department with all day to day activities and provide administration support.

Duties and Essential Job Functions

• Answering telephone calls, maintaining manger schedules, arrange appointments, filing, organize and generate Minutes of Meeting for all department meetings.
• Handling department and manger correspondence and maintain the general filing system and file all correspondence
• Aware of General Manger whereabouts at all times, handle urgent calls with appropriate judgment.
• Responsible for coordination of all travel arrangements (domestic and international) including hotel accommodations, airline reservations, and off-site meeting with administration department.
• Implementing new procedures and administrative systems
• Liaising with relevant departments
• Organizing and servicing meetings (producing agendas and taking minutes)
• Managing department database and prioritizing workloads.
• Coordinating mail-shots and similar publicity tasks
• Responsible for Safety & Quality of the function/ Task performed.
• Carrying out other occasional duties related to the scope of the job as requested.

ACCOUNTABILITIES

• To maintain high-level of integrity and responsibility, capable of handling confidential and sensitive information.
• Ability to learn quickly and thrive under pressure in a fast paced work environment.
• Minimizing NCR and compliance with internal and external audits.