Executive Secretary to Group Business Director

** Secretarial Responsibilities

• Provide administrative and clerical support to BUD and DIA Department.
• Schedule meetings and arrange conference rooms.
• Alert BUD or managers about cancelations or new meetings.
• Prepare agenda for meetings.
• Participate in meetings, prepare and send out meeting minutes.
• Plan and arrange travel schedules and reservation for executive management as per company policy.
• Ensuring that the organization policies, rules, and regulations are followed properly.
• Delegating the information to the required department in the organization in a timely frame.
• Giving presentations to the superiors about the working procedures, revenue generated, expenses, human resource management, etc.
• Prepare statistical reports if necessary.
• Prepare overview of DIA key project timelines and related spreadsheets, and alert.
• Prepare confidential and sensitive documents.
• Helps to prepare office budget reports.
• Arrange for outgoing mail and packages to be picked up
• Maintain office procedures.
• Operate office equipment, such as photocopy machine and scanner.
• Relay directives, instructions and assignment to executives.
• Receive and relay telephone or email messages.
• Maintain hard copy and convert to electronic filing system.
• Sign for UPS/Fed Ex/Airborne packages.

**Travel Arrangement

• Support to arrange principal visitors, (hotel, car pick up) greet and receive visitors.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.

**Personal Matters

• Communicating with Principles by attaining telephone calls and email messages in English/French.
• Communicates with key principles of the company.
• Plans events and volunteer activities.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.