Executive Secretary

PURPOSE OF THE JOB
To organize and manage the smooth and effective running of the office of C-Suite by providing a high level of administrative/secretarial/operational and
Filing support. To collate and manage management information and reporting from disparate sources and ensure appropriate distribution. To serve as a liaison between key management personnel along with the planning and control of each department’s administration to maximize efficiency. To provide a consistently high standard of service in line with strategic and operating objectives in an efficient, cost effective and timely manner. To respect Confidentiality.
 
PRINCIPAL ACCOUNTABILITIES
Impact on the Business
·Assists with the formulation/collation of data for planning purposes
·Manages the collection, interpretation and distribution of management information and
progress reporting
·Checks monthly reports to ensure operating within approved budgets
·Ensures cost effective travel arrangements for the team
·Controls office stationery and other consumables
·Reviews telephone bills and other expenses
·Review archiving of files/information on a half yearly basis
 
 
Customers/Stakeholders
·Effectively communicates (spoken and written) with internal and external customers, objects the highest business standards/level of customer service
·Projects a professional image at all times when dealing, and acting as liaison between customers and Line Manager
·Ensures that metrics and reporting are appropriate to drive performance and service improvements.
 
Leadership & Teamwork
·Provides assistance to meet the needs of the Line Manager and his/her Directs with regards to ongoing team management, management of meeting and travel schedules.
·Ensures that department logistics and data are up to date, independently liaising with internal/external customers to ensure team effectiveness.
·Keeps up to date with changes in the company, personnel, process and any other relevant information.
·Liaises with relevant internal personnel to ensure timely responses.
 
Operational Effectiveness & Control
·Plans, coordinates and handles incoming/outgoing mail, requests, queries to Line Manager and ensures that these are dealt with expeditiously, and where required, monitors responses
·Plans and organizes Manager’s diary / schedule
·Booking of Hotels/Halls/Meetings/etc.
·Organizing & Filings Documents
·Ensures compliance with Group requirements (inc Audit/Operational Risk)
Shows sensitivity when dealing with confidential
information
 
 

Job Details

Preferred Candidate

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