Executive Secretary

Full job description

Job Purpose:

The Executive Secretary will provide comprehensive administrative support to the Vice President, ensuring the efficient operation of the department. This role requires managing the VP's agenda, handling confidential matters, coordinating communications, and assisting with special projects. The Executive Secretary will be the primary point of contact for the VP's office, handling a range of administrative tasks and ensuring smooth workflow.

Key Results Areas:

Efficiently manage the VP's agenda, prioritize urgent and complex issues, and ensure timely availability of relevant reports and documents.

Conduct daily briefings with the VP, review documents for approval, provide updates on new or ongoing activities, and address follow-up requirements. Utilize business knowledge to optimize the VP's time by highlighting and addressing urgent or priority issues.

Arrange appointments, visits and travel for the Divisional Head upon request, ensuring efficient use of their time.

Act as the primary contact for the VP's office, managing the phone calls, visitors, communications, emails and redirecting correspondence appropriately in a timely and efficient manner.

Prepare accurate documents for meetings, including reports and presentations and record minutes of the meeting to follow up and liaise with internal and external stakeholders on action items.

Assist the VP and team with various special projects by conducting research and coordinating activities involving internal and external parties.

Compile and prepare major reports from various sources and assist in gathering data for budget preparation.

Manage the purchase requisitions, attendance and leave records, overtime claims, invoicing, petty cash accounts and associated approvals.

Education Qualification:

a) Graduate in any field or equivalent qualification (must have)

Work Experience:

a)Minimum 5 years of experience in handling VVIP Offices and dignitaries

b)Experience in the Airline/Aviation/Travel industry or FMCG is an added advantage.

Skills:

a)Experience managing multiple stakeholders in a large, multinational company.

b)High standards of verbal and written communication in English.

Industries:Airlines/Aviation

Function: Others