Executive Secretary and Office Admin

The Executive Secretary & Office Admin is responsible to provide high-level administrative support and assistance to the Chief Executive Officer including customer and telephone handling, time management, office management and documentation. She also performs clerical and correspondence tasks including drafting letters, memos, invoices, reports, and other documents.

Main Duties and Responsibilities 

•  Provides high-level administrative support and assistance to the Chief Executive Officer;
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents;
•  Maintains proper records of incoming and outgoing correspondence and files in appropriate manner to enable easy and quick tracing;
•  Facilitates meeting schedules and attends meetings on behalf of the Chief Executives Officer, taking notes and preparing g minutes; 
• Welcomes visitors and directing them to the appropriate place or refer their cases to the concerned department as required;
•  Handles customers issue, screens and schedules for appointments and remind the
• CEO about customers’ appointment, meetings, and other engagements;
•  Replies to telephone calls& connect the calls to the appropriate staff; and responding to email, messages, and other correspondences;
•  Receives incoming communication/memos and reviews contents, determines importance; and distributes to the concerned staff; 
•  Follows up & ensures timely dispatch and receipts of all the company’s 
• correspondences;
•  Ensures the proper filing, up keeping and maintenance of internal and external 
• correspondences, records and other documents of the CEO Office;
• Handles all clerical works including printing, photocopy service, burring CDS, 
• scanning, translation of documents& distribution of stationaries etc.;
•  Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping;
•  Maintains the condition of the office and arrange for necessary repair and ensures that the CEO Office is kept clean and tidy at all times; 
• Manages office budget as per the direction given by the top management; 
• Helps and support to other senior executives as required;
• Arranges travel and accommodations for executives when required;
•  Performs other related duties as assigned;
•  Performs other similar duties as assigned by the CEO.

Requirements

Bachelor Degree in Secretary Science and Office Management/Business Management or related fields with a minimum of 7 years work experience out of which 3 years in the same position in construction or real estate sector.

Competencies 

• Excellent verbal and written communication skills 
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines 
• Ability to function well in a high-paced and at times stressful environment  Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.