Job Description

* Provides a professional private secretarial service for an Executive Manager, routing callers and correspondence as necessary and taking initiative in drafting and finalising replies where appropriate to ensure that all matters are dealt with efficiently and appropriately. * Acts as first point of contact for both internal and external visitors wishing to contact the Executive Manager or department heads to ensure that only those having genuine and acceptable reasons may do so. * Provides a time management/diary service for the Executive Manager to ensure effective use of time and attendance at all meetings at the appointed times. * Observes and applies strict levels of confidentiality and discreteness in all matters related to work performance and in providing services for the administration of personal affairs. * Makes travel arrangements in a time-effective way, including arranging complex Visa’s itineraries/venues, ensuring most effective use of executive level manager’s time. * Takes responsibility, as agreed with the executive and departmental managers, and exercises initiative to identify and deal with problems and issues that arise to ensure smooth running of his office and other departments as a whole. * Makes arrangements for meetings, including booking venue, ensuring all participants are aware of timing, adequate supplies of stationery are available and may attend meeting as minute’s secretary. * Follows-up outstanding responses to requests from the manager to departmental staff, ensuring deadlines are adhered to