Direct Reporting Line to the Managing Director and dotted reporting line to other Executive Directors
Position Overview:
Position requires a professional who is trustworthy with high level of integrity and confidentiality to join our team as Executive Secretary.
Job Specification
1. Executive Support:
Welcoming and screening of visitors and escorting visitors to Director’s offices or Boardroom 
Act as the first point of contact for the Directors, screening calls, correspondence and post / documents or items to be signed
Communicate further instructions and / or handle queries as instructed by Directors
Limited management of Directors’ diaries, scheduling meetings, appointments, and travel arrangements. 
Assisting with general administrative duties, including:
Typing and document preparation
Dictation and transcription Managing and responding to emails when requested or where applicable 
Presentation preparation (PowerPoint and supporting materials) 
EXCO meeting preparation, including communication and tracking of report deadlines, meeting minutes and preparation of the agenda vi. Board meeting preparation, including preparation of packs
2. EXCO & Board Meetings:
Assisting in compiling of Director’s reports where necessary e.g. Populate tables, add figures or graphs and edit reports as required
Communication and tracking of report deadlines, meeting minutes and preparation of the agenda
Loading, indexing and organisation of reports on Teams for EXCO meetings
Setting up of board room and other meeting rooms as required 
Arranging lunch and refreshments for meetings as required.
3. Administration and Office Management:
Management of HQ stationary
Management of Groceries 
Providing supporting documentation for credit card entries v. Related to spend on flights / accommodation and related items as requested by the directors
Embrace processing:
Filing:
Raise orders on Embrace for Executive office when required Receive and capture supplier invoices on embrace for any orders placed by the EXEC office Organise and maintain filing systems (electronic and physical).
Archiving of filing (Physical) Shredding of documents (confidential and other)
Providing backup for Credit card transactions
Cash receipt book and Cash Transactions in conjunction with Finance
4. Travel & Logistics:
Arranging flights, car hire and accommodation for Execs as well as other staff as per approved booking applications
Assist, where required, in arranging local and international travel, including flights, accommodation, and itineraries.
Manage travel-related documentation and expense reconciliation. 
Assist in compiling travel expense claim forms and reconciliations 
Arranging car hire for insurance claims in conjunction with finance team
5. General Duties:
Manage the Boardroom calendar
Kitchen to be kept clean and tidy at all times.
Manage cleaning contract, staff and cleaning roster
Management of cleaning materials and storage
Keeping the EXEC office clean and free of obstacles