Executive Secretary

Responsibilities:

• Provide administrative and clerical support to departments or individuals.
• Schedule meetings and arrange conference rooms.
• Handle information requests.
• Prepare correspondence and manage supervisor’s inbox.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Takes and transcribes dictation.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain a proper filing system (hard copy and electronic) for all documents
• Assist the executive in writing project applications, processing applications, and following up on project application/implementation and reporting
• Organizing and scheduling appointments for the President
• Plan meetings and take detailed minutes
• Update and maintain office policies and procedures
• Assist in preparation for conferences and matters related to logistics and conference management
• Follow up with members of the Board of Directors and all members of the organization related to the organization’s activities 
• Responsible for the fixed assets inventory
• Assist the President/ Director in all administrative matters as requested by the president
• Contribute to team effort by accomplishing related results as needed

Requirements:

• Proven experience as an executive assistant, virtual assistant or office admin assistant         
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Ability to maintain archive and documentations both hard and soft copy
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills in ENGLISH, this is a definitive requirement, if no skills in English show we will have to discard the cv/application
• Strong organizational skills with the ability to multi-task