Our
client a manufacturing firm is seeking to recruit a dynamic, presentable, well
spoken and organized Personal
Secretary to
manage all secretarial and administrative functions to the Managing Directors
Office.
Duties & Responsibilities:
Duties & Responsibilities:
- Devising
and maintaining office systems, including data management and filing
- Arranging
travel, visas and accommodation for the management.
- Take
notes or dictation at meetings or to provide general assistance during
presentations;
- Take
minutes of meetings accurately, using short-hand when required and type
these into a formal document as and when required;
- Screening
phone calls, inquiries and requests, and handling them when appropriate;
- Meeting
and greeting Directors visitors at all levels of seniority;
- Organizing
and maintaining diaries and making appointments in a pro-active and
efficient manner.
- Dealing
with all incoming and outgoing email, faxes, memos and post, often
corresponding on behalf of the Director;
- Carrying
out background research and presenting findings;
- Producing
documents, briefing papers, reports and presentations;
- Organizing
and attending meetings and ensuring the Director is well prepared for
meetings;
- Liaising
with clients, suppliers and other staff.
- Printing,
photocopying, binding documents.
- Managing
all confidential documents for the Managements office.
- Ordering
stationary and other supplies for the Directors office.
- Organize
the email filing systems of the Directors and file appropriately;
- Organize
the soft-filing systems of the Directors and file appropriately;
- Organize
the hard filing systems of the Directors and file appropriately;
- Organize
the standard travel requirements of the Directors and plan their itinerary
in advance, saving as much time and expenditure as possible;
- Organize
the diaries of the Directors based on all information from emails, meeting
requests, memos, travel itineraries, etc in a user-friendly (i.e. by the
Directors) format;
- Any
other duties assigned by the Director.
Qualifications
- Relevant
Experience in Finance & strategic management
- Degree/Masters
in Business related course
- A
minimum of 3 to 5 years experience within a personal secretarial function
- Proficient
in MS Office Suite (extensive understanding of PowerPoint, Excel)
- Excellent
English language and grammar skills – written and verbal;
- Excellent
communication skills – written and verbal;
- Foreign language would be added advantage
Qualified
candidate should urgently send their c.vs to:
frank.vacancies@yahoo.com