EXECUTIVE SECRETARY
EXECUTIVE SECRETARY
JOB SUMMARY
The Executive Secretary reports to the General Manager of a CreativeTT subsidiary company, and is responsible for providing a high level of administrative support to the GM.
MAIN DUTIES
Provides secretarial and project implementation support
Assists GM with all administrative aspects of the job
Liaises with relevant agencies on behalf of the GM
Prepares correspondence, maintains GM’s calendar, makes appointments, opens and answers mail, makes travel arrangements, schedules meetings etc.
Answers telephones, emails, faxes and forwards these to other staff when appropriate
Compiles data and prepares papers for consideration and presentation by the GM and Board of Directors
Prepares agendas and makes arrangements for the company, Board and other meetings
Attends meetings in order to record meetings
Compiles, transcribes and distributes minutes of meetings
Maintains and updates contacts/databases
Files and retrieves corporate documents, records and reports
Liaises with external suppliers in respect of operational issues and ensures that proper contract documentation effected
Conducts research when required in respect of projects or any other activities
Any other related duties as may be assigned from time to time
DESIRED KNOWLEDGE, SKILLS AND QUALITIES
KNOWLEDGE
The candidate must have proficient knowledge in the following areas:
Office administration
An understanding of relevant legislation, policies and procedures
Knowledge of protocol requirements at the executive level
Foreign language capability an asset
Working knowledge of Microsoft Office, EXCEL, Word, Powerpoint, Outllook, MS Project.
SKILLS
The incumbent must demonstrate the following skills:
Team building
Basic accounting skills
Analytical and problem solving skills
Decision making skills
Effective verbal and listening communications skills
Stress management skills
Time management skills
QUALITIES
The candidate must maintain strict confidentiality in performing the duties of Executive Secretary to the GM and must demonstrate the following personal attributes:
Be honest and trustworthy
Be respectful
Demonstrate sound work ethic
MINIMUM EXPERIENCE AND TRAINING
Bachelor’s Degree in Management, Administration or a related discipline
Associate of Professional Secretaries designation would be an asset
Minimum of 3 years’ experience in a secretarial or administrative function