This position is a temporary one as you will be filling in on behalf of our current Executive secretary; between 3-4 months of work.
However, you will be considered for another one of our openings upon the closing of this temporary position.
Experience in a similar role is preferred
Proficiency in PC use, Microsoft Word and Excel, Outlook calendar management
Time management skills
The Executive Secretary will be responsible for:
Provide general administrative support to the organization or specific departments, including managing phone calls, emails, and correspondence, scheduling appointments and meetings, maintaining calendars, and organizing and maintaining files and documents
Assist in organizing and coordinating meetings, including scheduling meetings, sending out invitations and reminders, preparing meeting agendas and materials, taking minutes, and distributing them to attendees. Ensure meetings run smoothly and follow up
Maintain accurate and up-to-date records and databases, such as employee records, contact lists, project files, or financial documents. Ensure confidentiality, security, and easy retrieval of information.
Assist in the preparation, formatting, proofreading, and editing of various documents, such as reports, presentations, spreadsheets, memos, or official correspondence. Ensure accuracy, clarity, and adherence to organizational standards.
Coordinate travel arrangements, including booking flights, accommodations, transportation, and visas for staff members.
Confidentiality and Data Security: Handle sensitive and confidential information with discretion, maintaining confidentiality and ensuring data security. Adhere to organizational policies and legal requirements regarding data protection and privacy.
Assist in the day-to-day operations of the office, including managing office supplies, coordinating equipment repairs and maintenance, ensuring a functional and organized work environment, and implementing efficient administrative systems and procedures.
Provide support to teams or departments within the organization, including assisting with project coordination, coordinating team activities, facilitating communication and collaboration, and assisting in the execution of tasks or projects as needed.