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Detail Job Description

Executive Secretary to CEO

Hot Job Sector > IT Shortlisted job

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job summary

JD0000000610

1

28-04-2020

30-06-2020


35 - 45

Female

Sri Lanka

Full-time

Secretary

>10 Years

Salary LKR  125,000 - 225,000

About the Company

Our Client is a market leader in providing IT solutions

Job Description :

Providing end to end secretarial support as the executive secretary to the CEO.

Job Responsibilities :

End to end Secretarial Support: 

  • As the CEO's direct reportee & interface to the company for many tasks & duties, you shall provide him with efficient, crisp, timely & proactive end to end support towards completion of all tasks he assigns to you.
  • As the direct liaison to the CEO's office, establish a healthy & disciplined culture within the organization for direct access to the CEOs precious time and to his office.
  • Flawless management of his schedule, meetings, emails & other written correspondence including invites, escalations, letters, confidential paperwork, etc.
  • Managing phone/video calls as required to his office (including maintaining of his rolodex/all contact lists)
  • Filing, scanning, organizing all documentation of the CEO's office & managing filing systems.

 

Travel Arrangements & Bookings: 

  • Responsible for managing all business travel and itineraries.
  • Managing both advance & impromptu travel booking requirements for India & abroad visits.
  • Co-ordinating with the India & US Travel desks & ensuring proper bookings are in line with the CEO's weekly travel schedule.
  • Ensuring all travel documents, Passport, Visas, & other important documents are up to date & ready at all times.

 

Meetings, Schedule & Time Management: 

  • Work with high precision & efficiency to ensure completion of a large range of administrative tasks for the CEO, keeping his calendar well-appointed & complete to eliminate time wastage & gaps.
  • Co-ordinating all meetings & schedule arrangements perfectly. Includes initiating contacts and securing appointments, equipment, and facilities as required.
  • Assist any/all high-level visitors from India & abroad who are meeting with the CEO, ensuring they're well assisted & comfortable. Communication with Indian as well as foreign visitors of importance is of extreme importance & shall not be taken lightly. Previous experience in dealing with expats & high-level visitors is preferable.
  • Work closely with other team members/departments to assure the CEO's flawless preparation for meetings, presentations, or other engagements with Clients, Employees, Suppliers, etc. as needed.

 

Proactive responsibilities:

  • Proactively anticipating the CEO's needs/requirements for all professional engagements/travel/meetings, etc by studying his work/management style & previous requests.
  • Ensuring all his personal/professional documentation is up to date & renewed on time, for instance Passport, IDs, payments, other misc important docs, etc.
  • Arranging for flawless stay & travel for any special visitors for meetings he may have from time to time.
  • Replying to his correspondence, mails, letters, documents of high priority as he deems fit.
  • Work closely and efficiently with the CEO to keep him well informed in advance of upcoming commitments and responsibilities, ensuring he's always ready & on time to meet those tasks/responsibilities headon.
  • Build strong relationships across the CEOs networks to ensure gainful advantages in co-ordination as & when needed.
  • Always be available on the CEO's request.

Qualifications :

  • Diploma/Degree in Business, Marketing or Accountancy related qualifications
  • 10 - 12 years Personal Assistant/Secretary/Business Administrator experience
  • Good communication and problem-solving skills are well-organized, detail-oriented and able to prioritize tasks
  • Good computer skills, proficiency in Microsoft Word, Excel & PowerPoint
  • Self-motivated, results-oriented and have high emotional quotient (EQ)

Pre-requisites :

-

Other benefit :

-

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