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To perform a full range of executive secretarial and related duties using considerable independent judgment in making decisions. To perform responsible and confidential administrative support duties for the Executive Director.
Functional Role: Draft letters reports and correspondence and perform other administrative tasks to ensure the smooth and efficient running of the Sector from an administrative perspective; Schedule appointments for and on behalf of the Executive Director, arrange business meetings and coordinate the administration for arranging bookings and travel tickets, and record minutes of internal meetings conducted by the Executive Director; Provide information to callers, take dictation, compose and type correspondences, direct calls to appropriate officials and place outgoing calls on behalf of the Executive Director; Perform a variety of administrative or executive support tasks that are highly confidential and sensitive; Coordinate office management activities for the Executive Director; Research, compile, assimilate, and prepare confidential and sensitive documents; Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organize documents; handle some matters personally and forward appropriate materials to the Executive Director and staff Receive and screen incoming calls and visitors, determine which are priority matters, and alert the Executive Director accordingly. Make referrals to appropriate staff or provide requested information; Act as liaison between the Executive Director, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments; Produce a variety of documents, charts, and graphs in final form; Update Executive Director on status of issues before scheduled meetings; Prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keep records of proceedings; Plan and coordinate arrangements for professional conferences; Compile and maintain records, statistical information, and reports; Establish and maintain various filing and records management systems;