Executive secretary

An Executive Secretary is a high-level administrative professional responsible for providing comprehensive support to the Managing Partner and office in general. Duties involve a wide range of tasks, from managing schedules and coordinating meetings to handling sensitive information and representing the executive in various capacities.

Core Responsibilities

▪ Provide administrative support to Managing Partner, Finance, Admin, Engineers, and Architects.

▪ Coordinate schedules, manage calendars, organize meetings, agendas, and minutes.

▪ Handle the drafting, editing, and formatting of various documents and organize electronic and physical files.

▪ Handle incoming calls, emails, and correspondence and maintain professional and courteous communication.

▪ Assist with the coordination of project-related tasks and documentation.

▪ Organize and coordinate company events, conferences, and client meetings.

▪ Maintain expenses reports and reimbursement processes.

▪ Assist with budget tracking and financial record-keeping.

▪ Handle petty cash and other financial transactions.

▪ Oversee office supplies and inventory.

▪ Coordinate with IT and facilities teams for equipment and maintenance.

▪ Assist with the preparation of project proposals and reports.

▪ Coordinate the flow of information between the engineering team and other departments.

▪ Assist with budgeting and expense management including credit control, invoices, and refunds.

▪ Support the business development activities.

▪ Maintain records of client interactions, client emails, and contacts.

▪ Assist the Admin Department with employee documentation support .

▪ Assist in gathering and organizing tender documents.

▪ Coordinate the submission process with relevant departments.

▪ Ensure compliance with tender requirements and track the status of tenders and proposals.

▪ Provide the support and cooperation in regards to the Quality department requirements and Audits.

▪ Provide the support and cooperation in regards to the Quality, Health, Safety and Environmental department requirements and Audits.

REQUIRED EDUCATION & SKILLS

▪ Bachelor degree.

▪ Excellent communication skills in written and spoken English.

▪ Excellent typing speed and accuracy.

▪ Excellent knowledge of Microsoft Office software & AI.

▪ Ability to liaise with a wide variety of staff and clients at all levels.

▪ Able to act on own initiative and operate in a proactive way.

▪ Must be detail oriented, flexible and adaptable to change.

Application Question(s):

• What is your current salary?
• What is your expected salary?
• If selected, when can you join?

Education:

• Bachelor's (Preferred)

Experience:

• Executive : 5 years (Preferred)

Work Location: In person