Reporting to Cluster Director, the Executive Secretary’s duties will include a wide range of executive level administrative support ranging from, coordination of information flow, ensuring accurate and timely delivery of senior level administrative services, providing support to internal teams that report to the cluster Director, and briefing the Director on relevant and current issues.
In addition, the Executive Secretary will co-ordinate the daily operations of the Director’s office, developing and implementing processes that improve office functionality, efficiency and professionalism. The Executive Secretary may also oversee the day to day work of other administrative, clerical or office staff.
Specific duties may include:
· Prepare documentation and correspondence, memoranda and reports and gather background materials;
· Make independent decisions regarding planning, organizing, and scheduling of works and documentations;
· Coordinate schedules/calendaring and keep the director on schedule;
· Coordinate travel for the export teams including the director meeting preparation (i.e. presentations, documentation, logistics, etc);
· Prepare meeting packages, attend and record proceedings, prepare and distribute minutes, communicate committee decisions, and initiate and/or complete any required follow up;
· Maintain records and contact information for key external constituencies including government officials and politicians at local, regional, provincial, and national levels;
· Respond to and direct requests from all patrons, in person, via telephone and e-mail;
· Assist in budget preparation, monitor expenses, reconcile credit card payments and generate web requisitions;
· Perform other duties as required by the management.
Knowledge, Skills and Abilities
· Ability to perform and communicate in a highly professional and effective manner, in a rapidly-changing environment;
· Ability to work with and process confidential information with discretion and sensitivity;
· Excellent interpersonal and organizational skills and the ability to prioritize under pressure;
· Excellent verbal and written communication skills;
· Ability to maintain documentation for export and other;
Education & Experiences:
· BA degree/diploma in Office management & secretarial science or related discipline from recognized universities/college;
· A minimum of 4 years experiences in export company in same position;
Proficiency is required in the use of word processing, database and spreadsheet, presentation, email, and electronic calendar software (i.e. MS Word, Access, Excel, PowerPoint and MS Outlook)