Senior Executive Secretary – Engineering

Job Description

Job Purpose

Senior Executive Secretary will ensure smooth running of the Department by handling all administrative responsibilities and providing full secretarial services.

In this role you will

• Requires being fully conversant with the activities of the Department in order to liaise with, on behalf of the Manager, with the senior section heads and Departments.
• Receives and assesses incoming mails and, as appropriate, responds directly on routine matters, re-directs or puts forward to the Manager, where necessary obtaining supporting information.
• Provides secretarial services to the Manager by attending to routine administrative paper work.
• Deals with incoming telephone calls referring to the executive only where essential and acts as a focal point and filter for visitors.
• Manages the diary and schedules appointment, co-ordinates travel and accommodation arrangements.
• Supervises an assistant on a day to day basis, directing and issuing work.
• Undertakes a variety of special projects, involving internal and external research and liaison, on behalf of and within guidelines provided by the Manager.
• Handles the invoicing and accounting matters of the Department. Assists with the preparation of the Department’s budgets. Arranges for vetting, approval, payment and receipt of all bills.
• Takes care of the acquisition, maintenance and replacement of office assets and equipment.