Executive Secretary

SUMMARY:
Executive Secretary

POSITION INFO:

Main job function

Our client a diversified Property development company, is looking for a well-organized Executive Assistant to facilitate efficient operation of our CEO’s office. This role involves a wide range of administrative duties, from managing schedules and preparing documents to liaising with internal and external stakeholders.

Qualification:

Applicants should ideally have their bachelor’s degree in business administration, Law, or a related field

Experience and Skills Required:

• 5-8 years in a similar role; and proven experience as an executive assistant/ similar preferably in a legal or risk management environment.
• The ideal candidate will ideally have a strong background in legal administration
• Experience in the property industry would be considered an advantage 
• Must have assisted a CEO / MD of a similar sized business before
• Ability to work in-growing fast-paced entrepreneurial environment
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, Exco members and external partners
• High level of discretion and confidentiality.
• Time management and ability to meet deadlines
• Excellent verbal and written communication skills
• Strong organizational skills and ability to multitask
• Problem-solving and decision-making ability
• Experience with the Microsoft Office suite

Key deliverables:

• Manage and maintain CEO''s calendar of appointments, schedules and travel arrangements (co-ordinating complex international and local travel arrangements) including visa applications
• Prioritizing emails and phone calls ensuring effective diary management takes place and prioritizing the most sensitive matters
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
• Prepare and edit various documents and presentations.
• Type, review, and proofread documents as required
• Handling memos, reports, invoices and related documents, including sensitive information. 
• Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items.
• Collation of Exco packs
• Arrange & coordinate logistics for meetings/events (Exco retreats, management dinners, etc.)
• Screen CEO''s emails, archive and professionally compose replies/correspondence on behalf of the CEO when required.
• Provide high-level confidential administrative support to CEO first and foremost, and the Exec team as required.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Gathering documents to prepare for meetings, writing itineraries etc

A Consultant will be in touch if you are shortlisted for the position. Please consider your application unsuccessful should you not have been contacted within 2 weeks. We will keep your CV on our database and contact you should you match the criteria of any other vacancies.