Job Overview:
As the Vice President's Secretary, you will be responsible for providing comprehensive administrative and secretarial support to the Vice President of the organization. Your role will be pivotal in ensuring the smooth and efficient functioning of the Vice President's office, managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks with confidentiality, accuracy, and professionalism.
Key Responsibilities:
1. Administrative Support:
- Manage the Vice President's schedule by coordinating appointments, meetings, and travel arrangements.
- Prioritize and handle incoming communications, including emails, phone calls, and mail, ensuring timely responses and appropriate follow-up.
- Prepare agendas, documents, presentations, and reports for meetings, ensuring accuracy and completeness.
- Maintain organized filing systems, both physical and electronic, to ensure easy retrieval of documents and information.
2. Communication Management:
- Serve as the primary point of contact between the Vice President and internal/external stakeholders, exercising discretion and professionalism in all interactions.
- Draft and proofread correspondence, memos, and other documents on behalf of the Vice President, ensuring clarity, accuracy, and adherence to organizational standards.
- Coordinate communication between the Vice President and other departments, teams, and executives within the organization.
3. Information Management:
- Research and gather information as required by the Vice President to support decision-making and project planning.
- Maintain confidentiality of sensitive information and documents related to the Vice President's office and the organization as a whole.
- Ensure efficient flow of information within the office and across relevant departments, facilitating collaboration and information sharing.
4. Meeting Coordination:
- Schedule and coordinate meetings, conferences, and events for the Vice President, including room bookings, equipment setup, and catering arrangements.
- Prepare meeting agendas, assemble necessary materials, and distribute pre-meeting documentation to participants.
- Attend meetings as required, take accurate minutes, and follow up on action items to ensure timely execution.
5. Special Projects and Support:
- Provide administrative support for special projects, initiatives, or events as assigned by the Vice President.
- Collaborate with other administrative staff and executive assistants to ensure seamless coordination and support across the organization.
- Perform ad-hoc tasks and assist with miscellaneous office duties as needed.
Qualifications:
- Bachelor’s degree in business administration, Secretarial Studies, or related field preferred.
- Proven experience as an executive assistant, secretary, or administrative professional, preferably supporting senior executives.
- Proficiency in office software and productivity tools (e.g., Microsoft Office Suite, Google Workspace), with advanced skills in word processing, spreadsheets, and presentation software.
- Excellent organizational and time management skills, with the ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
- Strong communication skills, both written and verbal, with a high level of professionalism and discretion in handling confidential information.
- Attention to detail and accuracy in all work, with a proactive approach to problem-solving and decision-making.
- Ability to work independently with minimal supervision, as well as collaboratively within a team.
- Flexibility and adaptability to changing priorities and responsibilities.
Skills:
Meeting Coordination, Information Management, Communication Management, Administrative Support,
