Role Outline
Reporting directly to the Country Director (CD), the Executive Secretary provides secretarial support to Country Director. The Executive Secretary serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the CD office.
Key Responsibilities:
- Provide professional, confidential, administrative, and secretarial support to the Country Director.
- Manage CD’s calendar and schedule including the preparation of agenda’s/briefing documents required for meetings and appointments.
- Alert others about cancelation of meetings.
- Prepare correspondence and stuff mail/invitations by CD into envelopes.
- Coordinate with heads of departments, managers, and other staff members to ensure the tasks assigned by the CD are done timely and accurately.
- Coordinate with admin section to arrange business travel, conference/meeting bookings and accommodation for the CD whilst out of the office.
- Maintain files and records in an organized and efficient manner.
- Keep track of key decision of management meetings and update the status accordingly.
- Filing, faxing documents/letters and other important data.
- Documentation (maintain CD’s calendar to avoid duplication, response on time to the invitees about CD’s availability or non-availability, response to queries of guest, follow-up on appointments).
- Assist senior management for the BOT meetings, provide them required information whenever they ask for.
- Keep in touch with Board members, donors/stakeholders. Send them communication material whenever required.
- Respond to public queries independently.
- Any other tasks assigned by CD.
Required Skill Set:
- Ability to multitask and experience of dealing with a demanding role and high-level workload.
- Ability to prioritise work and manage time effectively and be proactive.
- Excellent Organisational skills.
- Communication skills – the ability to communicate well at all levels.
- Demonstrate a professional manner at all times and possess the ability to remain calm under pressure.
- Self-motivated.
- Ability to maintain a high level of discretion.
Qualification & Experience:
- Bachelor's degree or equivalent
- 5+ years of relevant experience at senior management level.