Key Responsibilities:
* Provides secretarial and administrative support services in the assigned office.
* Answers the telephone, connects callers as necessary, takes and conveys messages, arranges appointments and answers general queries.
* Types a variety of correspondence, letters, memoranda, faxes, reports, etc. using computer software, proofreads to ensure accuracy and submits to supervisor for review and signature.
* Arranges for dispatch and circulation of such items and arranges for translation as necessary.
* Receives incoming mail/correspondence, sorts, registers, date stamps, attaches references if necessary and forwards to supervisor ensuring that confidential and or urgent material is handled directly and without delay.
* Establishes and maintains a comprehensive filing system for correspondence and other material.
* Ensures that files and other records are secure and confidential papers are accessed only by the designated personne.
* Prepares routine correspondence, faxes, memoranda and a variety of statistical reports about the department's activities as assigned.
* Makes travel arrangements including transportation, accommodation, car rental, etc. in respect of business trips of the supervisor and, if requested, other staff in the assigned office.
* Performs other similar or related duties as directed.
* Periodic external contacts may include vendors, contractor staff, visitors, etc. seeking appointment or interview with supervisor.
* Frequent internal contacts of routine nature with personnel at all levels to receive or relay messages, clarify information, answer queries, etc
Qualifications and Skills:
* Diploma in Executive Secretary or equivalent.
* Good knowledge of operating computer word processing and related software.
* Ability to type in English at a minimum speed of 60 words per minute; shorthand at 90 words per minute is desirable but not required.
* Very good knowledge of English