Applications are invited for the position of Executive Secretary.
This position is within the Engineering Department and reports to the Vice President - Engineering.
Key Accountabilities Carry out the entire secretarial work in an efficient manner to ensure the smooth running of the VP - Engineering's office.
Assist in manning the diary of the VP - Engineering
Arrange on request, appointments, visits and travel arrangements for the VP - Engineering so that his/her time is used effectively.
Establish and maintain confidential files concerned with personnel and/or policy matters; record actions taken on sensitive issues and responsible for releasing information to authorized parties.
Prioritize the daily tasks in an effective and efficient manner.
Compile and type major reports incorporating information from variety of sources.
Establish, maintain and update a filing system which ensures that documentation is easily accessible.
Taking dictations, prepare documents from notes, typed copy, rough drafts, oral instructions, memos, transcripts of minutes and reports.
Maintain a strong follow up on pending matters and coordinate with the concerned people in order to get the matters accomplished as desired.
Comply with and practice EKFC Occupational Health and Safety Policy and procedures.
Apply the Quality Policy and Quality System established in accordance with ISO 9001: 2008 international standards and execute all responsibilities according to the department work procedures while reflecting EKFC Quality Policy.
Essential Requirements and Competencies
Bachelor’s Degree or equivalent qualification.
Proficient in Microsoft Office packages.
Excellent verbal and written communication skills in English.
Strong attention to detail.
Punctuality and assertiveness.
Excellent organizational and multi-tasking skills equipped with office administration skills.
Ability to carry out assigned tasks and projects to completion with minimal supervision.
The ability to work under pressure to meet deadlines and achieve results.
Desirable Requirements and Competencies
Completion of secretarial course.
Previous experience in a similar environment.
Proficiency in ERP with exposure in database management.
High level of commitment to continuous improvement and adaptability to change.
