FIDELITY   LABOUR CONSULTANTS

  Executive Secretary responsibilities include:

• Maintaining executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attending meetings and keep minutes
• Receiving and screening phone calls and redirecting them when appropriate

Job brief

We are looking for a competent  Executive Secretary  to support high-ranking officials in the company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks.

Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks.

The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.

Responsibilities

• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Answers phone calls and sets up meetings with customers
• Takes messages as necessary
• Mails or sends all information to clients as required
• Takes care of orders of office supplies and other materials
• Demonstrates product knowledge as required
• Adheres to company policies and procedure; makes sure that other staff do as well
• Coordinates the flow of information between departments or from customers
• Schedules meetings and events
• Makes copies of pertinent information and documents
• Takes care of incoming and outgoing mail
• Supervises any other clerical staff to make sure the work is done up to standards
• Maintains a knowledge of new office equipment; makes suggestions for new equipment based on trends
• Organises presentations or note cards for management
• Meets with clients outside of the office if necessary
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned

Requirements and skills

• Proven experience as executive secretary or similar role
• Proficient in MS Office and “back-office” software (e.g. ERP)
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality

This position report to the Managing Director and is based in Lilongwe

MODE OF APPLICATION

Those interested and are meeting the above requirements, should send their application letter including detailed CV, and copies of certificates to: [email protected]    OR,

Fidelity Labour Consultants

Room 5,1 ^st floor Mpikisano House,

European Business Center,

Area 3 Lilongwe

P.O Box 40446,

Kanengo

The closing date for receiving applications is 08 ^th September 2023.

Only shortlisted candidates will be acknowledged.