Senior Executive Secretary

Job Description

The purpose of the job is to ensure smooth running of the Department by handling all administrative responsibilities and providing full secretarial services. Job Outline: – Requires being fully conversant with the activities of the Department in order to liaise with, on behalf of the Manager, with the senior section heads and Departments. – Receives and assesses incoming mails and, as appropriate, responds directly on routine matters, re-directs or puts forward to the Manager, where necessary obtaining supporting information. – Provides secretarial services to the Manager by attending to routine administrative paper work. – Deals with incoming telephone calls referring to the executive only where essential and acts as a focal point and filter for visitors. – Manages the diary and schedules appointment, co-ordinates travel and accommodation arrangements – Supervises an assistant on a day to day basis, directing and issuing work. – Undertakes a variety of special projects, involving internal and external research and liaison, on behalf of and within guidelines provided by the Manager. – Handles the invoicing and accounting matters of the Department. Assists with the preparation of the Department’s budgets. Arranges for vetting, approval, payment and receipt of all bills. – Takes care of the acquisition, maintenance and replacement of office assets and equipment.