Organization : HUMAN RESOURCES

Description : 
Job Purpose: 

The Executive Secretary will provide comprehensive administrative support to the SVP - HUMAN RESOURCES, ensuring the efficient operation of the department. This role requires managing the SVP's agenda, handling confidential matters, coordinating communications, and assisting with special projects. The Executive Secretary will be the primary point of contact for the SVP's office, handling a range of administrative tasks and ensuring smooth workflow.

Key Result Areas: 

Efficiently manage the SVP's agenda, prioritize urgent and complex issues, and ensure timely availability of relevant reports and documents.

Conduct daily briefings with the SVP, review documents for approval, provide updates on new or ongoing activities, and address follow-up requirements. Utilize business knowledge to optimize the SVP's time by highlighting and addressing urgent or priority issues.

Arrange appointments, visits and travel for the Divisional Head upon request, ensuring efficient use of their time.

Act as the primary contact for the SVP's office, managing the phone calls, visitors, communications, emails and redirecting correspondence appropriately in a timely and efficient manner.

Prepare accurate documents for meetings, including reports and presentations and record minutes of the meeting to follow up and liaise with internal and external stakeholders on action items.

Assist the SVP and team with various special projects by conducting research and coordinating activities involving internal and external parties.

Compile and prepare major reports from various sources and assist in gathering data for budget preparation.

Manage the purchase requisitions, attendance and leave records, overtime claims, invoicing, petty cash accounts and associated approvals.

 

Job Context: 

The Executive Secretary plays a vital role in supporting the Senior Vice President HR by managing a wide range of administrative and executive tasks. Operating in a dynamic and fast-paced environment, the Executive Secretary is responsible for ensuring the smooth and efficient functioning of the SVP*s office and department. This position involves a high level of discretion and confidentiality, as the Executive Secretary will handle sensitive information, prioritize urgent issues, and coordinate activities with both internal and external stakeholders.

 

 

Knowledge, Skills & Minimum Experience: 

Education Qualification: 

Graduate in any field or equivalent qualification (must have)

 

Work Experience: 

Minimum 5 years of experience in handling VVIP Offices and dignitaries

Experience in the Airline/Aviation/Travel industry or FMCG is an added advantage

 

Skills:

Experience managing multiple stakeholders in a large, multinational company

High standards of verbal and written communication in English

Proactive and motivated with strong communication skills and multitasking abilities

Strong computer literacy and knowledge

Ability to resolve customer complaints, anticipate needs, and improve service standards

Excellent planning and organizational skills with the ability to manage time effectively

Ability to collaborate cross-functionally, manage conflict positively, and adapt to change