Secretary/Admin Executive

A firm in the manufacturing sector seeks qualified candidates to fill this role

Manage and maintain the MD’s Diary and Email account.

Filter emails, highlight urgent correspondence and print attachments.

Organize inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.

Respond to emails as much as possible, dealing with appointments, requiring Bio or photos etc.

Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.

Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.

Schedule on behalf of the MD meetings between him and his Direct reports and the committees and groups to which he is a member.

Coordinate travel and accommodation requirements in connection with others and ensure

arrangements in place for the MD match his requirements.

Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.

Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in.

Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.

Prepare correspondence on behalf of the MD, including the drafting of general replies.

Minute general meetings as required and complete research on behalf of the MD.

Keep and retrieve files.

Ensure guests meeting with the MD are well taken care of.

Provide a service that is in line with the MD’s work habits and preferences.

Deputizing for the Managing Director, making decisions and delegating work to others in the Director’s absence;

A good deal of common sense, Etiquette and an ability to think on one’s feet, A minimum of Three years PA/secretarial experience at a senior level, Good computer literacy (MS Office, Excel, PowerPoint), Excellent organisational skills, Excellent communication skills, both verbal and written

Professional telephone manner, Proven ability to work under pressure and to tight deadlines

Bright, confident personality, Well presented, Highly personable, Flexible and mature approach with ability to work unsupervised, Willing to travel.

All your information will be kept confidential according to EEO guidelines.