Job Overview:
The Divisional Secretary will play a pivotal role in facilitating seamless communication and organization within the division. This role requires a high level of professionalism and discretion, supporting Head of Division in various administrative and executive functions. The ideal candidate will be adept at managing confidential information, coordinating schedules, and liaising with both internal and external stakeholders to ensure efficient operations.
Key Accountabilities:
Strategic Communication:
- Facilitate high-level communication of business-related issues between the Head of Division, colleagues, customers, and partners.
- Proactively manage and enhance relationships with the Head of Division, customers, and partners, ensuring clear and effective communication at all levels.
Administrative Management:
- Oversee the administrative functions of the Head of Division office, ensuring smooth and efficient operations.
- Handle all confidential matters with the utmost discretion and professionalism.
- Manage and maintain the executive's schedules, ensuring optimal time management and prioritization of tasks.
Documentation and Correspondence:
- Compile, transcribe, and distribute minutes of meetings accurately and promptly.
- Manage correspondence, including writing letters and managing outgoing mail.
- Read and analyze incoming memos, submissions, and reports to determine their significance and appropriate distribution.
Information Flow and Task Management:
- Ensure proper information flow across the division, following up with team members to ensure timely execution of administrative tasks.
- Independently manage customer and principal communications regarding meetings, events, and exhibitions, including administrative and documentation tasks such as invoicing.
Presentation and Reporting:
- Produce high-quality PowerPoint presentations as requested by the Head of Division.
- Effectively communicate all business information to the division team and ensure feedback and information flow back to the head of division.
Qualification & Experience:
- Bachelor's degree in business administration, Office Management, Communications, or a related field.
- At least Two years of experience supporting senior management.
- Proven experience in a similar role, supporting senior executives.
- Exceptional organizational and time-management skills.
- Excellent verbal and written communication skills.
- Ability to handle confidential information with discretion.
- Proficiency in Microsoft Office Suite, especially PowerPoint.
- Strong interpersonal skills with the ability to build and maintain effective relationships with stakeholders at all levels.
