Job Description:

The Secretarial Executive provides high-level secretarial and administrative functions to ensure the efficient operation of the department and meetings. This role requires professionalism, discretion, and the ability to manage a variety of administrative and clerical tasks.

Key Responsibilities:  

• Arrange, attend, and take minutes for monthly management, tender, Operations & Maintenance and any ad-hoc meetings.
• Assist in the preparation of Board of Directors (BOD) files and any related scope.
• Schedule, coordinate, and prepare for meetings, including agenda preparation, distribution of materials, and minute-taking.
• Arrange logistics for meetings and events and ensuring all necessary resources and facilities are available.
• Manage document control processes to ensure documents and letters are properly stored, accessible, and updated.
• Manage and maintain an organized filing system.
• Handle correspondence including drafting and managing letters.
• Main contact person for any human resources arrangements
• Oversee departmental activities including meetings, annual leave, training, event arrangements, and claim/mileage processing.
• Ensure smooth coordination and communication within the department.
• Provide dedicated administrative and secretarial support to the Chief Financial Officer (CFO).
• Manage the CFO’s calendar, meetings, and correspondence.
• Address any other related matters or ad hoc tasks as assigned by management.

Qualification:

• Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
• Minimum of 3 years of experience in a secretarial or executive assistant role.

Skills:

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of discretion and confidentiality.
• Ability to work independently and as part of a team.

Personal Attributes:

• Detail-oriented and proactive.
• Ability to multitask and prioritize tasks effectively.
• Professional demeanour and positive attitude.
• Strong interpersonal skills and ability to interact with all levels of the organization.

Working Conditions:

• Full-time position based in Main Office.
• Occasional travel may be required.
• Flexible working hours to accommodate meetings and events.

Closing date:

25^th June 2024

Please send your CV with full details on your academic qualification, working experiences, current and expected salary, contact numbers, copies of academic transcripts and certificates including latest passport size photograph to [email protected] before the closing date.