Executive Secretary I

Job Overview

Job Purpose The Executive Secretary manages the Chief Executive Officer's leadership work in a coordinated and efficient manner, including daily work schedules and appointments, meeting and decision management, document and information flow, as well as executive office communications. Main Duties and Responsibilities Education Field of Study: Office Administration, Business Administration, Management, Secretarial Administration, Information and Document Management, Communication, or a related field. Level: Bachelor's Degree. Work Experience Minimum 4 years of relevant experience, of which at least 2 years in a senior leadership office or similar responsibility. Professional Competencies and Skills Written and office administration, time management, information confidentiality, MS Office, communication and coordination skills. Reporting To: Chief Executive Officer.

Core Responsibilities

• Coordinating the Chief Executive Officer's daily work schedule, appointments, and meeting programs;
• Organizing leadership meetings and coordinating the timely preparation of meeting agendas, discussion documents, and other necessary documents;
• Accurately recording meeting minutes and decisions made;
• Following up on the implementation of leadership decisions and tasks with the relevant work units of the Foundation;
• Receiving, registering, forwarding to the appropriate body, and following up on letters, information, and inquiries coming from internal and external stakeholders;
• Coordinating the proper, timely, and appropriate distribution of decision, report, letter, and other leadership documents submitted to the Chief Executive Officer;
• Handling and safeguarding confidential documents and information in accordance with the institution's information security and confidentiality principles;
• Managing the executive office's document archive and information system so that it is organized and easily accessible;
• Coordinating institutional correspondence and communication work conducted with the Chief Executive Officer's office in an orderly manner;
• Supporting institutional administration work, coordinating the timely and adequate provision of office and facility supplies.
• Helping streamline the executive office's workflow so that the Chief Executive Officer's time is spent primarily on prioritized strategic and leadership matters;
• Performing additional related tasks assigned by the Chief Executive Officer.