Position: PERSONAL SECRETARY TO MD.
Deadline: 29 Feb 2020.
Date posted: 12 Feb 2020.
Location:Morogoro.
Description:
Job Summary
On behalf of our happy client, we
are currently hiring for a Personal Secretary to the Managing Director. The ideal candidate must
be aware of the organization's aims and objectives and work to help the MD make
the best use of his time by assisting in various projects as well as dealing
with all secretarial and administrative tasks. The PS will be the first point
of contact with both internal and external people. Discretion and
confidentiality are essential attributes to be successful at this role.
Duties & Responsibilities
- Manage the Managing Director’s electronic diary, assessing priority of appointments and reallocation as necessary
- Process the Managing Director’s correspondence, ensuring that incoming correspondence is dealt with by the Managing Director/ or on behalf of the Managing Director, or other staff as appropriate
- Maintain the Managing Director’s office systems, including data management and filling
- Assist the Managing Director in researching and following up with action on matters which fall within the Managing Director’s responsibility – chasing responses, triggering follow-up action
- Organize meetings and ensure that the Managing Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers
- Manage arrangements for Board’s and sub-committee meetings, including production/distribution of agenda and papers
- Meet and greet visitors at all levels of seniority
- Supervise all company incoming/outgoing mail
- Liaising with staff, suppliers, and customers
- Any other duties as may reasonably be required by the Managing Director
Qualifications, Skills & Experience
- Must have Diploma/Degree in Secretarial Studies from Tanzania Public Service College (Magogoni or Chuo cha Uwaziri Tabora)
- At least 3 years experience as a Personal Secretary for Directors/Senior Management
- Excellent Diary Management with the ability to pre-empt and look ahead at all times
- Essential experience in Microsoft Office- Outlook/Word/Excel/Powerpoint
- Ability to multitask and experience of dealing with a demanding role and high-level workload
- Ability to prioritise work and manage time effectively and be proactive
- Excellent Organisational skills
- Communication skills – the ability to communicate well at all levels
- Demonstrate a professional manner at all times and possess the ability to remain calm under pressure
- Self-motivated
- Ability to maintain a high level of discretion