Confidential Secretary/ PA to the MD

About the job

Our client, a leader in end-to-end Logistics management, spanning Vendor Management Inventory(VMI), cargo transportation and Warehousing, Cargo Insurance, and Clearing, etc is hiring an experienced confidential secretary. You will be responsible for providing secretarial and administrative support to the Managing Director. You will be required to handle personal information and maintain the highest standards of confidentiality at all times. You will also manage the MD’s schedule, coordinate meetings and events, and perform a wide range of administrative tasks.

Duties and Responsibilities

• To carry out all QMS and FSMS responsibilities as assigned by Top management
• Check for accuracy and edit files, and ensure effective filling system
• Create templates for projects and design programs for events
• Retrieve files as requested by employees and clients
• Maintain confidentiality around sensitive information and terms of agreement
• Prepares reports and filling of all assigned jobs
• Assist in the preparation of regularly scheduled reports
• To process Import and Export assessment.
• Adhering to all applicable requirements of the ISO 9001 QMS and ISO 22000 FSMS international standard
• Manage and maintain the CEO’s diary.
• Filter messages, highlight urgent correspondence and print if necessary.
• Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the CEO meetings between him and his direct reports and the departments
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
• Prepare correspondence on behalf of the CEO, including the drafting of general replies approved by him.
• Minute general meetings as required and complete research on behalf of the CEO.
• Keep and retrieve files.
• Ensure guests meeting with the CEO are well taken care of.
• Prepare a variety of high quality, written agreements, memos, letters, and other documents.
• Prepare, edit and distribute itineraries, letters, memos and meeting minutes and keep track of for events and meetings making sure that things are not overlooked
• Carry out routine office duties, including reception duties

EXPERIENCE/EDUCATION

• Bsc in Business Administration or any relevant social sciences with at least 4years experience as a personal assistant or equivalent combination of education and experience.
• Should have knowledge of the basic principles of business management.

INTERPERSONAL SKILLS

• Must be a team player and should ensure that the spirit of team work never subsides while fulfilling responsibilities.
• The ability to interact with staff at all levels of the work and a proactive approach to work with professionalism and honesty may be required to work within time constraints and often under pressure.
• Confidentiality is also an important part of the job, as you will come across a great deal of different information about the company, its finances and even information about other employees and managers, so it is important to keep it very professional.