Executive Secretary

Client of Ultiwise Consult

Key Responsibilities: Administrative Support:

• Manage the Managing Director s calendar, schedule appointments, and organize meetings.
• Coordinate travel arrangements, including flight bookings, hotel accommodations, and itineraries.
• Prepare, review, and manage correspondence, emails, reports, and presentations.
• Maintain and organize files, records, and confidential documents.

Report Preparation and Updates:

• Create, manage, and update various reports using Excel, including but not limited to data analysis, charts, and dashboards.
• Ensure accuracy and consistency of data in all reports, with regular updates and timely sharing with relevant stakeholders.
• Preparation presentation

Meeting Coordination:

• Arrange and coordinate internal and external meetings, ensuring timely preparation of agendas, minutes, and follow-ups.
• Attend meetings as required to take notes and track action items for follow-up.

Communication Management:

• Act as the point of contact between the Managing Director and internal/external stakeholders.
• Screen and prioritize incoming calls, emails, and correspondence to ensure efficient communication.

Project Assistance:

• Assist with special projects, research, and preparation of reports or presentations as directed by the Managing Director
• Coordinate with different departments to gather information or ensure the implementation of decisions.

Office Management:

• Ensure the office environment is well-maintained and equipped for smooth operations.
• Handle office-related tasks such as ordering supplies, managing vendor relations, and maintaining office organization.