Executive Secretary Cashier

• Job Title:                                  Executive Secretary Cashier
• Reports to:                               Chief Executive Officer
• Department/Service:               Office of the Chief Executive Officer

Job Description

The Executive Secretary Cashier responsible for serves as executive secretary with wide responsibilities for the administration of the CEO’s office; performs tasks of highly responsible secretarial work; composes correspondence; schedules appointments for meetings; arranges travel schedules and reservations; takes minutes of meetings; receives and places telephone, fax and telex messages; receives visitors; answers routine business questions and queries; schedules appointments.

MAJOR DUTIES AND RESPONSIBILITIES

• Provides administrative assistance and secretarial services to the Chief Executive Officer;
• Takes and transcribes correspondence, minutes and reports from dictation or written drafts of general, special and technical subjects with a very high degree of proficiency and accuracy;
• Transmits messages, instructions, circulars and reminders from the Chief Executive Officer to Company work units and follows up their status;
• Sorts mails delivered to the office; handles incoming and outgoing correspondence and reviews correspondence for the Chief Executive Officer’s signature; expedites matters directed to departments and other work units;
• Receives visitors; answers routine business questions and queries; schedules appointments;
• Handle petty cash, and float fund cash
• Handles shareholders files,
• Prepares agenda items as per given instruction; arranges staff and higher level meetings; gathers materials or information on the subject under consideration and takes minutes whenever required;
• Answers and screens telephone calls; takes messages and refers callers to the Chief Executive Officer or other appropriate official;
• Composes routine letters, correspondence, reports, memos, etc;
• Take minutes of board, management and committee meetings with a very high degree of confidentiality;
• Ensures safe custody files of correspondence and other materials of a confidential nature;
• Ensures the safekeeping, efficient handling and usage of office equipment and supplies;
• Arranges travel schedules and reservations as per given instruction;
• Controls and supervises subordinates for the accuracy and completeness of work accomplished and evaluates work performance;
• Locates and extracts information and materials from files and follows up pending items;
• Ensures the tidiness and standard upkeep of the CEO’s  office at all times;
• Requests office supplies and controls their proper use;

 Education:   

• BA Degree/College Diploma/TVET level 4 in Secretarial Science and Office Management or related field

 Experience:  

• 3/4 years in secretarial position out of which two years in a similar position
• Excellent knowledge  of office management principles and practices
• Excellent knowledge of business correspondence and  report writing
• Ability to organize files and documents
• Excellent communication and human relation
• Basic computer skills and secretarial management software application skills