Senior Executive Secretary

Senior Executive Secretary to DCE Office

Position Description:

1. Provide efficient, effective, and confidential secretarial and administrative services to the Executive in handling routine correspondence including emails, telephone calls and visitors to ensure that the Executive’s time management achieve optimum levels.
2. Coordinate and interact with the Chairman’s office and NOGA (National Oil & Gas Authority) on all correspondence between CE and Chairman/NOGA and follow up outstanding matters.
3. Coordinate with various departments within the company on various matters such as periodical or one-off reports to the Executive, meetings/presentations/conference arrangements, HR matters etc.
4. Coordinate with concerned service providers both within and outside the company all travel and related logistic arrangements related to overseas travel of the Executive as well as for visitors/consultants/business associates visiting the company.
5. Act as Secretary to the monthly Downstream Management Meeting attended by DCE and General Managers, prepare and issue minutes thereof.
6. Manage the Executive’s appointment diary by careful prioritization of meetings, conferences, and other engagements so that the Executive’s time management is optimal.
7. Ensure a smooth flow of documents passing through the Executive’s office for approval or action and maintain a record thereof to track movement status of such documents.
8. As the first point of contact to the Executive office, maintain a positive, professional, and dignified image commensurate with the reputation and image of the company and stature of the executive management.
9. Coordinate all day-to-day services related to the Executive’s Office and Management Conference Room.
10. Maintain an efficient filing system, in hard copy and soft copy formats, for all vital records and routine documents in the Executive’s office so that required documents are easily available and accessible.

Position Responsibility:

1. Required to work closely with the CE/DCE and handle many confidential and sensitive matters affecting the company’s business.
2. Must possess in-depth knowledge about the company’s business, organization structure, key personnel in various departments, schedule of authorities etc.

Position Qualification:

1. Minimum bachelor’s degree in business administration/commerce or equivalent.
2. Minimum 7 years’ experience in secretarial and administrative support functions of which a minimum of three has been with senior executives of a large organization.
3. Comprehensive knowledge of the company’s business, organization structure, schedule of authorities, company policies, standards, and procedures.
4. Excellent command of English language, with ability to draft correspondence, minutes of meetings, other documents, and graphical presentation material to a high standard.
5. Shorthand writing skill with a minimum speed of 100 words per minute is essential.
6. Good communication, pleasant personality, and inter-personal skills.
7. High level of proficiency in the use of personal computers, laptops and the ability to use a variety of software packages and systems used in the company. High level of personal integrity, ethics, and discretion.