Executive Secretary

Maison de Maa

Executive Secretary Management:

• Main function is to attend to the secretarial duties of the Group Executive Office.
• Accountable for all aspects in term of supporting high-level executives and management or entire departments.
• Organize, schedule meetings and appointments, maintain executive s agenda and assist in planning appointments, board meetings, conferences, events etc.
• Handle, prioritize and maintain all outgoing or incoming correspondence.
• Attend meetings and keep minutes and circulation of MOM minutes of Meeting.
• Conduct research and prepare presentations or reports as assigned.
• Produce and distribute correspondence memos, letters, faxes and all required Appendixes.
• Receive and screen phone calls and redirect them when appropriate.
• Carryout general typing and shorthand, creating, storing and printing typed documents.
• Communicating via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.
• Travel arrangements: Assist with visa issuance, make hotel and air ticket reservations for the Executive Management.
• Open the incoming mail addressed to the Executive Management, then distributes and replies as appropriate.
• Develop and maintain a filing system, handle confidential documents ensuring they remain secure.
• Perform other responsibilities associated with this position as assigned by the Executive Management.

Communication / Information Management:

• Maintain accurate, up-to-date information and trends through the available communication media.
• Maintain the central filing system and personnel files of the Executive Management.
• Ensure smooth communication between all departments to achieve the organizational and operations objectives.
• Submission of all required reports to the respective Management.
• Fulfill all reporting requirements as necessary and maintain records concerning related data.