Administrative Support Specialist to General Manager
2 weeks ago
As an Executive Secretary to General Manager, you will provide high-level administrative support to the General Manager, ensuring the smooth operation of the General Manager's office and contributing to the overall success of the organization. The ideal candidate will possess excellent organizational, communication, and interpersonal skills, with the ability to maintain confidentiality and handle sensitive matters professionally.
Key Responsibilities:
- Manage the General Manager's schedule, coordinating meetings and appointments, and ensuring timely follow-up on action items.
- Screen and handle phone calls, emails, and correspondence, taking prompt action as required.
- Prepare and distribute meeting minutes, reports, and other documents in a timely and professional manner.
- Coordinate travel arrangements, prepare itineraries, and ensure all necessary documentation is in order.
- Prepare and process correspondence, reports, and other documents for the General Manager's signature.
- Maintain accurate and up-to-date records, including filing systems, databases, and spreadsheets.
- Ensure the General Manager's office is well-organized, maintained, and equipped with necessary supplies and resources.
- Develop and maintain strong relationships with internal and external stakeholders, including department heads, colleagues, and clients.
- Provide exceptional customer service, responding promptly to inquiries and resolving issues efficiently.
Requirements and Qualifications:
- Diploma education in a related field.
- Minimum 2-3 years of secretarial experience, preferably in a senior management role.
- Excellent written and verbal communication skills in English, with the ability to adapt to changing priorities and deadlines.
- Proficient in Microsoft Office, with the ability to learn new software and systems quickly.
- Excellent organizational, time management, and prioritization skills, with the ability to work independently and as part of a team.
Competencies and Skills:
- Excellent communication and interpersonal skills, with the ability to build strong relationships with colleagues, clients, and stakeholders.
- Strong organizational and time management skills, with the ability to prioritize tasks, manage multiple projects, and meet deadlines.
- Excellent problem-solving and analytical skills, with the ability to think critically and creatively.
- Strong attention to detail, with the ability to maintain accuracy and precision in all aspects of work.
- Ability to adapt to changing priorities and deadlines, with a flexible and proactive approach to work.
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