Executive Secretary

Industry: Print /Digital Media  

Job Function: Management

Job Experience Level: Mid Level

Minimum Years of Experience: 3-4

Minimum Academic Qualification: Bachelor

Job Summary

As the MD’s stakeholder’s engagements manager, the Executive Assistant ensures smooth, efficient and responsive administration and management of the MD’s office schedule including co-ordination of activities and communications of between MD’s office, staff, HODs, MCL customers &clients, NMG and other company guests

Full Job Description

• General administration in the Managing Director’s office including safety of office properties.
• Managing the MD’s executive time, including public engagements.
• Planning and execution of internal and external communication from the MD’s office.
• Ensure that briefs and other communication material for the MD’s meetings and engagements are shared on time.
• Attend to all staff and visitors who come to MD’s office.
nafasi za kazi
• Ensure orderly filling safety of documents and property in MDs office.
• Handle secretarial work for the Managing Director.
• Handle outgoing and incoming calls with maximum customer care for resolution of complaints or requests/inquires related to the Managing Director’s office.
• Read, sort and issue out all the incoming and outgoing mail.
• Assist MD in writing management reports, letters and minutes.
• Keep MD’s diary up dated and remind him of all his appointments and make follow ups.
• Ensure pleasant working environment in MD’s office.
• Organise meetings that fall directly under MD’s office.
• Ensure proper management of the Boardroom and the scheduled meetings.
• Remind and collect monthly HOD reports from Heads of Departments in preparation for HOD meetings and Board meeting.
• Make hotel reservations and transport arrangements for NMG staff scheduled to come to Dar es Salaam as may be advised.
• Co-ordinate between MCL and NMG on issues related to MD’s office.