Executive Secretary Full Time NEW

Job Description
The Secretary provides senior-level secretarial and administrative support to the Managing Director.
Key and Critical Responsibilities
Performs secretarial, administrative and clerical duties supporting the confidential, efficient and effective operations of the Office of the Managing Director

Responds to highly confidential letters and correspondence of a routine and non-routine nature and submits same for approval before dispatching

Drafts and types departmental correspondence, inclusive of reports and minutes of meetings as directed by the Managing Director

Keeps the Managing Director and all Managers informed of urgent matters and facilitates a smooth communication flow to Managers within the Corporation

Records minutes at Management Review Meetings, Senior Management Meetings and other Meetings then transcribes and distributes accordingly as directed by the Managing Director

Sorts and distributes external mail on a timely basis

Manages the calendar of the Managing Director

Performs the role of Secretary to the Tenders Committee in the absence of the incumbent, specifically with respect to opening of bid documents

Screens visitors and mail directed to the Office of the Managing Director

Setup and coordinates meetings, conferences and conference telephone calls

Receives, directs and relays telephone and fax messages

Establishes and maintains an appropriate records management system in a manner that ensures speedy and accurate retrieval of information

Co-ordinates the use of the Board Room and makes arrangements for meetings, appointments and schedules as requested

Liaises and follows-up with Managers to facilitate the timely preparation of reports etc. for the Managing Directors participation at monthly Board meetings

Makes all business-related travel arrangements (local, regional and international) for Board Members, the Managing Director and all employees, including flight arrangements, visa appointments and collection, hotel accommodation, car rental and disbursement of allowances

Controls and monitors petty cash for the Office of the Managing Director and the kitchen petty cash in accordance with guidelines

Responds to routine public inquiries, investigating and crafting responses

Assists the Senior Management Team with administrative duties

Liaises with external parties in a professional manner

Adheres to health and safety rules, regulations and guidelines

Performs other related duties that may be required by the job function

Key Competencies
Proficient in Word Processing, Spreadsheet, and Presentation software applications

Strong communication skills, both verbal and written

Time management skills

Interpersonal skills

Organizing skills

Confidentiality

Dependability

Trustworthiness

Ability to be proactive and use initiative when necessary