Executive Secretary

Job Description

JOB PURPOSE: – To control and manage the administration of the Department in addition to providing confidential secretarial/administrative services. JOB ACCOUNTABILITIES LINKED TO OBJECTIVE AREAS: – Monitor the daily schedule of the Departmental Head/Manager and furnish required information/documentation for meetings/appointments, by co-ordinating with sources within and outside the Department. – Provide secretarial services to the Departmental Head/Manager by attending to routine administrative paper work – Screen incoming mails and telephone calls, action responses, re-direct correspondence and collate to the appropriate person obtaining additional information where necessary. – Supervise the Department’s attendance records, overtime claims and verify such claims where necessary and ensure that overtime claims are processed and forwarded to Salary Admin. Department for payment. – Be fully conversant with the activities of the organisation in order to liaise effectively with senior executives and external contacts on behalf of the Departmental Head/Manager. – Maintain Petty Cash accounts by verifying authenticity of claims ensuring figures are accurately recorded. Control and handle cash transactions to bring accounts to balance.