Executive Secretary ( Aviation Security

OVERALL PURPOSE OF THE JOB

Provides high-level administrative support and assistance to the Executive and/or other assigned leadership staff. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff. Also arranges travel and accommodations for executives

Planning

• Participate in divisional planning of activities.
• Assist in the development of project specific action plans.
• Manage both manual and electronic diaries.
• Arrange and set up workshops/seminars/team building initiatives.

Stakeholder Provision

• Implement high quality written and verbal communication with both internal and external stakeholders.

Financial Administration

• Obtain quotations and ensure payment of invoices in line with the relevant policy requirements.

Office Administration

• Provide all administrative support to the Executive and Management.
• Manage and maintain the Executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and draft minutes of meetings and provide feedback to relevant persons.
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executive
• Handle confidential documents and ensure they remain secure.
• Coordinate all logistical arrangements for local and international travel, car hire and accommodation.
• Ensure procurement of all office requirements and coordinate IT related issues.
• Undertake all logistical arrangements in support of meetings, workshops or other divisional activities.
• Assist Executive and Management in the preparation of presentations
• Assist Management in the collection and consolidation of data and information for purposes of reports, spreadsheets and projects.
• Ensure quality and submission of all Exco and Board reports in line with the required timelines.