Executive Secretary  

Reports to: Vice President - QM

Authorities and Responsibilities

• General
  • Perform a full range of executive secretarial and related duties using considerable independent judgment in making decisions.
• Specific
  • Perform a variety of executive support tasks that may be highly confidential and sensitive and ensures the confidentiality of protected information.
  • Administer a variety of administrative support activities to ensure an improved information flow and effective delivery of services by utilizing available or limited resources.
  • Act as the first point of contact for all inquiries about the department and carry out the day-today administrative tasks required to maintain the office.
  • Provide executive and administrative support activities that involve development, implementation, and management of programs and policies of the department.
  • Read and screen incoming correspondences and reports.
    • Make preliminary assessment of the importance of materials and organizes documents.
    • Handle some matters personally.
    • Forward appropriate materials to the concerned staff.
  • Receive and screen incoming calls and visitors, determine which are priority matters, and alert the concerned division accordingly.
    • Make referrals to appropriate staff and provides requested information.
  • Compose letters and memoranda in response to incoming mails or calls.
  • Act as a liaison between the VP-QM and subordinates or others, transmits directives, instructions and assignments and follows up on status of assignments.
  • Prepare agenda and collect materials for meetings and conferences.
    • Take minutes and keep records of proceedings, as required.
  • Compile and maintain records, confidential information, and reports.
  • Maintain various filing and records management systems.
  • Plan and manage the daily and long term schedules of the VP-QM.
  • Undertake other reasonable duties as directed by the VP-QM.

• Educational level typically acquired through completion of 4-year college course.
• Five years of secretarial/administrative support experience.
• Knowledgeable of:
  • Administrative processes and communication.
  • Correct English usage, spelling, and punctuation.
  • Current computer environments, such as MS Word, PowerPoint, Excel, MS Outlook.
    • The work involves extensive use of software packages to produce a variety of documents, reports, letters and presentations.
  • Organization and maintenance of filing systems.
  • Techniques of receiving callers, making appointments and giving information.
• Ability to:
  • Compose letters and memorandum.
  • Work independently and to use initiative.
  • Promote teamwork, trust and a cooperative environment.
  • Use diplomacy, discretion, and judgment in giving out information and referring callers.
  • Make decisions and take necessary actions.
  • Communicate and liaise effectively with a variety of people.
  • Prioritize work demands and to coordinate a number of tasks concurrently.