Executive Secretary

The secretary will be responsible for providing high-level clerical support to managing director, or department head-level employee, performing a variety of secretarial duties and skilled tasks that may include preparing reports, processing documents, maintaining databases, and liaising with the public. To ensure the success of Maxbridge, the secretary should possess excellent communication skills and demonstrable experience in a secretarial role. Outstanding administrative secretaries are highly organized in performing a wide array of administrative duties. The Administrative Secretary provides high-level clerical support to an executive, director, or department head-level employee, performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.

Responsibilities:

• Reporting to the managing director and performing secretarial duties.
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.
• Processing, typing, editing, and formatting reports and documents.
• Filing documents, as well as entering data and maintaining databases.
• Liaising with internal departments and communicating with the public.
• Directing internal and external calls, emails, and faxes to designated departments.
• Arranging and scheduling appointments, meetings, and events.
• Monitoring office supplies and ordering replacements.
• Assisting with copying, scanning, faxing, emailing, note-taking, and travel bookings.
• Preparing facilities and arranging refreshments for events, if required.
• Observing the best business practices and etiquette.
• Welcomes and directs visitors and clients.
• Performs other related duties as assigned.
• Answer phone calls and redirect them when necessary
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
• Prepare and disseminate correspondence, memos and forms
• File and update contact information of employees, customers, suppliers and external partners
• Support and facilitate the completion of regular reports
• Develop and maintain a filing system
• Check frequently the levels of office supplies and place appropriate orders
• Make travel arrangements
• Document expenses and hand in reports
• Undertake occasional receptionist duties
• Perform other duties related to Maxbridge as assigned by the Managing Director.

Vacancy Announcement No: Maxbridge-2021-06

Period of work: Contract on four months basis

Responsible for the Managing Director

Job Requirements

Requirements:

• At least college diploma
• Qualification in office administration, secretarial work, or related training.
• At least 2 years of experience as secretary would be expedient.
• Advanced proficiency in managing documents, spreadsheets, and databases.
• Ability to liaise internally and externally on administrative matters.
• Exceptional filing, recordkeeping, and organizational skills.
• Working knowledge of printers, copiers, scanners, and fax machines;
• Proficiency in appointment scheduling and call forwarding systems;
• Excellent written and verbal communication skills;
• Exceptional interpersonal skills;
• Proficient with Microsoft Office Suite;
• Basic understanding of office equipment;
• Basic understanding of clerical procedures and systems such as recordkeeping and filing

How to Apply

Interested and qualified applicants can send their CV'S through [email protected]

Note: Use " Executive Secretary " as the subject line of your email !