Finance: Executive Secretary
3 days ago
Reporting to the Finance Executive, the Executive Secretary’s role is to provide secretarial and administrative support to the Finance Executive. They will plan, coordinate and manage the executive’s schedule and assist them by performing a variety of administrative tasks. This includes (but is not limited to): planning and managing the Executive’s diary, scheduling meetings, liaising with various internal and external stakeholders, handling information and other requests, preparing meeting agendas, reports and other correspondence, coordinating BU activities where relevant, filing and general administration, coordinating travel arrangements and planning itineraries. The overall goal is to contribute to the efficiency of the BU and V&A Waterfront overall.
**Job Objectives relevant to this job**:
**1. **Planning and organizing**:
- Plan, manage and control the Executive’s diary
- Assist in planning and scheduling appointments, meetings, conferences etc.
- Prepare agendas and make arrangements for committee, board, and other meetings
- Coordinating travel arrangements and planning itineraries for the Executive
**2. **Stakeholder Engagement**
- Liaise with other executives, managers, secretaries and general staff across the business
- Liaise with various external stakeholders
- Supervise and train clerical staff where relevant
3.** **General Administration and Office Management**
- Handling correspondence, information and other requests
- Prepare responses to correspondence containing routine inquiries
- Preparing meeting agendas, reports and other correspondence
- File and retrieve corporate documents, records, and reports
- Coordinating BU activities where relevant
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work
- Coordinate and direct office services, such as records and budget preparation, housekeeping and personnel to support executives
- Set up, oversee and revise administrative policies and procedures
**Educational Requirements relevant to this job**:
- Grade 12
**Knowledge Requirements relevant to this job**:
- Office practice
- A basic understanding of Financial principles
**S**kil**ls Requirements relevant to this job**:
- Communication (verbal and written)
- People skill
- Multi-tasking
- Time-management
- Problem-solving
- Multi-tasking
- Administration skill
- Detail-orientation
- Analytical
- Numerical reasoning
- Verbal reasoning
**Experience Requirements relevant to this job**:
- 5 Years’ general secretarial experience
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