Provide personal administrative support to the CEO. Duties include coordinating activities within the organization based on the priorities of the CEO.
It is a highly strategic and facilitative role that requires a combination of focus and flexibility and significant managerial and problem-solving skills in working with senior staff and clients.
planning, project coordination and communication including management of CEO calendar, scheduling of appointments, attendance at various project and team meetings with maintenance of clear action plans and follow ups.
2DUTIES AND RESPONSIBILITIES
Coordinates the schedule of CEO, directs and guides internal and external enquiries, documentation and contacts.
Coordinates with other departments all the work issues related to CEO.
Organize and co-ordinates diary schedule, meetings, travel itineraries, flight arrangements of CEO.
Responsible for preparing and handling correspondence and presentations, incoming and outgoing mail / emails of CEO, file maintenance, stationary requirements, meeting room control and minutes of meeting.
Filters requests for approval / relevance of documents of CEO, and re-directs according to levels of authority required or level of issues.
Answers queries and obtains information, and follows up all pending matters of CEO. Maintains physical security and absolute confidentiality of market, commercial, personnel and financial information.
Handle top management information and contacts securely, sensitively and confidentially.
Use judgment to make / rearrange schedules, and to progress matters.
Make prompt administrative decisions or recommendations to serve the interests of the Company and the practicality of arrangements.
Ensures communication of / responses to the requirements. Handles all contacts clearly, efficiently, sensitively and courteously.
Ensures that professional image of the organization is maintained in all external liaison and arrangements.
Perform other tasks as assigned by management.
3QUALITY ASSURANCE (IMS / ISO) RESPONSIBILITIES :
a)Maintaining quality system implementation requirements through coordinating and / or conducting activities related to document control, employee training, and statistical process control.
Provide technical assistance in determining effective adherence to IMS requirements".
b)Interact with employees at all levels of the organization, developing and presenting audit compliance and non-compliance reports and utilizing the Corrective Action / Preventive Action tools as applicable to internal auditing activities.
c)Incorporated within the audit process, shall act as the corrective action coordinator and conduct or delegate follow-up audits to determine adequacy and verify the effectiveness of corrective actions and perform follow-up audits as a result of a corrective action.
4KNOWLEDGE AND SKILLS REQUIRED
Basic reading, writing, and arithmetic skills required. This is normally acquired through a high school diploma or equivalent.
Knowledge of Microsoft Office and telephone protocol. Computer literate with the ability to learn new software applications.
Duties require professional verbal and written communication skills and the ability to type 60 wpm. Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information.
This is normally acquired through a combination of the completion of an Associates Degree and three to five years of secretarial experience.
Knowledge of ISO 9000 14000 and 18000.
Work requires willingness to work a flexible schedule
5MINIMUM EDUCATION & EXPERIENCE
University Degree in any discipline with diploma in secretarial practice with minimum 3 plus years work experience.
6WORKING CONDITIONS :
a.Working Hours of shall be normal office hours but should be available on call