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 executive’s inbox.
• Arrange for outgoing mail and packages to be picked up.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Takes and transcribes dictation.
• Maintain office policies and procedures.
• 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 and correspondence related to FDCD
• 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