Secretary

Job description / Role

To provide efficient personal assistance and secretarial support to the Senior Production Manager including time management, administrative duties and first point of interface with callers, while displaying a high degree of initiative and discretion in carrying out the role.

Meetings:
Arrange meetings called by the Senior Production Manager. Drafts the topics of the agenda and prepare minutes of meetings as required.

Communication:
Provide efficient personal assistance and correspondence support to the Production Manager, routing correspondence as necessary and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately.

Appointments:
Act as first point of contact for both internal and external parties who wish to contact or meet the Senior Production Manager and screen the requests to ensure those with genuine and important reasons are given priority.

Time Management:
Provide diary management support to ensure the Senior Production Managers time is allocated effectively among various responsibilities. Take initiative on behalf of the Senior Production Manager to identify and deal with problems and issues that arise to ensure the smooth running of the Production Department.

Workflow Management:
Develop and establish workflow processes and systems to enable smooth running of the Senior Production Managers office.

Documentation:
Prepare and compile papers/documentation, including project and departmental related reports and documents, for the Senior Production Manager ensuring they are completed and prepared in time for meetings and discussions. Maintains a filing system including a master file in classified and chronological order while ensuring safe custody of confidential files.

Mail Circulation:
Receives and review Senior Production Managers mail and takes necessary action accordingly. Ensures that replies are received within appropriate time span.

Policies & Procedures:
Follow all relevant operational procedures and instructions so that work is carried out in a controlled and consistent manner.

Safety, Quality & Environment:
Follow all relevant safety, quality and environmental control procedures and instructions so that personal safety/the safety of others is not jeopardized and a minimum level of product/service quality and environmental impact can be guaranteed.

Requirements

- A commercial Diploma or equivalent.
- 4 - 6 years of secretarial experience involving organising, follow-up, coordination etc.

Internal:
Provides accurate and efficient response between the Senior Production Manager and company personnel on a daily basis.

External:
Respond to representatives of Governmental Ministries, representatives of external consulting organisations, contractors, or any other external entity wishing to contact the Senior Production Manager on a daily basis.

Required Skills:
- English Language
- Good interpersonal skills
- Ability to prepare simple administrative requests and reports
- Good Organizing and co-ordination skills
- Good record keeping skills
- Knowledge of Policy & Procedure
- Time Management
- Business Skills & Understanding
- Data Gathering & Analysis
- Negotiation
- PC
- Performance Management
- Presentation
- Project Management
- Written Communication

About the Company

Networkers is a global recruitment consultancy helping unite job-seekers and hiring companies across the technology industry. Since Networkers was established in 2000, the business has grown considerably and we have consistently proven our ability to connect the right people with the right roles in the right businesses around the world. What makes us unique is our ability to offer a local service on a global scale. From our 14 offices spanning across four continents, we are able to recruit in more than 130 countries.