Position Overview: The Office Manager/Executive Secretary will play a pivotal role in ensuring the smooth operation of our office and providing high-level administrative support to the executive team. This position requires a proactive and detail-oriented individual who can manage multiple tasks efficiently and maintain confidentiality in handling sensitive information.
Executive Support:
- Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and organizing travel arrangements.
Prepare and distribute correspondence, reports, and presentations as required.- Act as a liaison between the executive team and internal/external stakeholders, ensuring effective communication and coordination.
Office Management:
- Oversee the day-to-day operations of the office, including managing supplies, equipment, and facilities.
Coordinate office maintenance and repairs, ensuring a safe and productive work environment.- Develop and implement efficient office procedures and policies to streamline operations.
Document Management:
- Maintain accurate and up-to-date records, files, and databases, both in physical and electronic formats.
Organize and archive documents, ensuring easy retrieval and compliance with record-keeping standards.- Communication and Correspondence:
Manage incoming and outgoing communications, including phone calls, emails, and mail.
- Screen and prioritize correspondence, responding to inquiries or redirecting as appropriate.
Draft and proofread documents, letters, and emails on behalf of the executive team. Coordinate and schedule meetings, conferences, and events, both internally and externally.
- Prepare meeting agendas, presentations, and supporting materials as required.
Record and distribute meeting minutes, ensuring follow-up on action items.- Confidentiality and Discretion:
Handle confidential information with the utmost discretion and maintain a high level of professionalism at all times.
- Uphold confidentiality in dealing with sensitive documents, discussions, and personal matters.
Qualifications and Skills:
- Bachelor's degree in Business Administration, Secretarial Studies, or related field preferred.
Proven experience of at least 5-6 years as an Executive Secretary, Office Manager, or similar role, preferably within a trading or corporate environment.- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
- Strong interpersonal and communication skills, both written and verbal.
Attention to detail and accuracy in document preparation and record-keeping.- Ability to maintain confidentiality and handle sensitive information with integrity.
Flexibility and adaptability to changing priorities and a fast-paced work environment.
- Knowledge of relevant regulations and procedures.
Job Type: Full-time
