Senior Secretary

Job Purpose

• Provide complete and confidential service including time management, group wide administrative duties and being first point of contact interface with visitor/callers for the department.

Key Job Accountabilities - I

• Act as first point of contact for both internal and external visitors wishing to contact the senior level manager.
• Provide complete secretarial service for the senior level manager, routing callers and correspondence and drafting, finalising replies under direction.
• Coordinate and facilitate the reception and logistical arrangements for visiting VIPs, ensuring sensitivity to cultural aspects.
• Provide a time management /diary service for senior level manager.
• Maintain, organise, analyse, update, and retrieve data from SAP, Access, appropriate data files and update records accordingly in SAP and/or other corporate systems.

Key Job Accountabilities - II

• Identify and deal with problems and issues that arise to ensure the smooth running of the office and department.
• Prepare memos/documentation, including workflows for the senior level manager.
• Support travel arrangements in a time-effective way, including arranging complex itineraries/venues, ensuring most effective use of time.
• Maintain records/files, replenish stationery, and arrange servicing of office equipment.

Qualifications

• Secretarial Diploma.  

Knowledge and/or Experience - I

• 7 years’ of experience with a recognised organisation.