• Maintain executive’s agenda and planning appointments, conferences etc.
• Attend meetings and taking minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Prepare invoices, quotations, job orders collection order, contracts, etc….
• Follow the operations team and prepare all job reports showing progress on daily basis for management perusal
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Prepare invoices or financial statements and provide assistance in bookkeeping
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned
• Conducting research and preparing reports
• Implementing and training new systems and procedures
• Monitoring and distributing the work flow of assigned personnel (follow up till the assignments are completed and reported back)

Skills

• Proven experience as executive secretary or similar administrative role
• Proficient in all MS Office (word, excel, PowerPoint, etc...) and “back-office” software (e.g. ERP)
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality
• Fluent in English (spoken and written)