Executive Secretary
6 days ago
Panoptik Global is a dynamic organization that offers exciting opportunities for administrative professionals to grow and develop their careers.
Job Overview
The Administrative Assistant will provide high-quality support to our teams, ensuring the smooth operation of our daily activities. As a key member of our team, you will be responsible for managing correspondence, coordinating meetings, and maintaining accurate records.
Responsibilities
• Receive and direct visitors and telephone calls with tact and discretion
• Provide background information for appointments with official visitors and/or staff members
• Monitor requests for goods and services, including receipt, payment, and inventory requirements
Correspondence and Reporting
• Draft general or administrative correspondence on own initiative or on the basis of instructions
• Verify that outgoing correspondence is presented in accordance with organization styles and checking language, grammar, and accuracy prior to submitting for signature and clearance
• Analyze incoming correspondence and requests in the light of background material, instructions, policies, and precedents
Meetings and Coordination
• Arrange, coordinate, and lead administrative preparation for meetings, seminars, workshops
• Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions
• Schedule weekly team and ad-hoc meetings, according to schedules and need; taking and preparation of minutes
Information Management
• Create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively used
• Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested
Requirements
A minimum of 5 years of experience in secretarial or administrative positions
Relevant experience in any government organization is an asset. Experience in Oracle-based or other ERP systems is also beneficial.
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