Executive Secretary

Purpose of the Job:

To enhance the productivity of the COO through effective and efficient management of schedules, meetings, travels, files, internal and external communications and reports pertaining to the COO office.

Main Duties and Responsibilities:

·    Manage COO priorities including sorting physical and electronic mail addressed to the COO and flagging those of priority to COO’s attention.

·    Manage the COO’s calendar and schedules, and assist in prioritizing meetings and assignments, and keep COO informed.

·    Prepare correspondence and memos on behalf of the COO and dispatch them to the relevant units if necessary.

·    Arrange meetings involving the COO by sending invitations for meetings on behalf of the COO and ensuring coordination of facilities and resources required for conducting meetings.

·    Book conferences, seminars and events on behalf of the COO.

·    Prepare drafts of external communications and reports for the COO.

·    Follow up plan execution issued by the COO and report progresses.

·    Maintain effective filing system by organizing documents and correspondences and ensure their safety.

·    Arrange travel, visas and accommodation for the COO, and when required, travel with the COO to take notes or dictation at meetings or to provide general assistance during presentations.

·    Provide high quality and professional office hospitality to visitors and handle incoming calls on behalf of the COO.

·    Ensure the procurement of stationeries for the COO’s office.

·    Regularly review local and international newspapers, journals, magazines and other appropriate media and identify and highlight relevant reports and findings to COO’s attention. 

Qualification and Experience:

·    Bachelor’s degree in Management, Secretarial Science and office management and Business Administration or related fields with six (4) years of direct related experience.