Executive Secretary I

Job Description

Job Purpose

The Executive Secretary manages the Chief Executive Officer's leadership work in a coordinated and efficient manner, including daily work schedules and appointments, meeting and decision management, document and information flow, as well as executive office communications.

Main Duties and Responsibilities

• Coordinating the Chief Executive Officer's daily work schedule, appointments, and meeting programs;

• Organizing leadership meetings and coordinating the timely preparation of meeting agendas, discussion documents, and other necessary documents;

• Accurately recording meeting minutes and decisions made;

• Following up on the implementation of leadership decisions and tasks with the relevant work units of the Foundation;

• Receiving, registering, forwarding to the appropriate body, and following up on letters, information, and inquiries coming from internal and external stakeholders;

• Coordinating the proper, timely, and appropriate distribution of decision, report, letter, and other leadership documents submitted to the Chief Executive Officer;

• Handling and safeguarding confidential documents and information in accordance with the institution's information security and confidentiality principles;

• Managing the executive office's document archive and information system so that it is organized and easily accessible;

• Coordinating institutional correspondence and communication work conducted with the Chief Executive Officer's office in an orderly manner;

• Supporting institutional administration work, coordinating the timely and adequate provision of office and facility supplies.

• Helping streamline the executive office's workflow so that the Chief Executive Officer's time is spent primarily on prioritized strategic and leadership matters;

• Performing additional related tasks assigned by the Chief Executive Officer.

Job Requirements

Education

Field of Study:

• Office Administration, Business Administration, Management, Secretarial Administration, Information and Document Management, Communication, or a related field.
  Level: Bachelor's Degree.

Work Experience

• Minimum 4 years of relevant experience, of which at least 2 years in a senior leadership office or similar responsibility.

Professional Competencies and Skills

• Written and office administration, time management, information confidentiality, MS Office, communication and coordination skills.

Reporting To: Chief Executive Officer.

How To Apply

Interested and qualified applicants can apply through this email hr@newparadigmconsultancy.com