Vice Presidents Secretary

Job Overview:

As the Vice Presidents 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 Presidents 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 Presidents schedule by coordinating appointments meetings and travel arrangements.

Prioritize and handle incoming communications including emails phone calls and mail ensuring timely responses and appropriate followup.

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 decisionmaking and project planning.

Maintain confidentiality of sensitive information and documents related to the Vice Presidents 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 premeeting 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 adhoc tasks and assist with miscellaneous office duties as needed.

Qualifications:

Bachelors 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 fastpaced 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 problemsolving and decisionmaking.

Ability to work independently with minimal supervision as well as collaboratively within a team.

Flexibility and adaptability to changing priorities and responsibilities.

Remote Work :

No