Executive Secretary

Our Client
Our client, an oil and gas company, is looking to employ an Executive Secretary.

Key Responsibilities:

• Maintain current client relationships and identifying areas for potential clients
  
• Contacting potential clients to establish a business relationship and meet with them ▪ Develop new sales areas and improving sales through various methods
  
• Research the latest in the business industry and creating new opportunities to expand business
  
• Collaborate with sales and design team to ensure requirements are met, such as sales numbers and profit goals
  
• Strong understanding of company products or services as well as business position and competition to keep business competitive
  
• Provide comprehensive, effective and efficient administrative support to all units and departments
  
• Ensuring professionally done, attractive literature, promotional materials and publications of company products and services.
  
• Liaising with external agencies, preparing online contents, organizing promotional activities.
  
• Update Company project activity reports, website etc. as requested daily, weekly by Management based on customer requirements or category.
  
• Monitoring compliance with the company defined brand formatting in regard to procedure, letterheads, email signature, project reports, presentations and proposals.
  
• Receive and process communication channels, including email, phone, and physical mails.
  
• Assist with payroll and personnel databases.
  
• Organize and update members and vendors’ databases effectively.
  
• Manage and refine internal filing and other procedures.
  
• Initiate payments, process invoices, and verify receipts on the ERP and other electronic banking platforms.
  
• Assist in organizing events, including ordering materials and meeting venues.
  
• Provide supervision and manage the service delivery of social media management services providers to ensure effectiveness.
  
• Organize and attend electronic and physical visits to members and prospective members
  
• Performs other duties as required or as assigned
  

Requirements

• Bachelor’s Degree in Business Administration, Management, or a related field
  
• Minimum of 8 years experience with 5 years minimum in an executive position.
  
• Prior experience supporting senior executives / C-suite leadership
  
• Experience within the oil & gas or energy sector is an added advantage
  
• Proven experience managing executive schedules and correspondence
  
• Experience coordinating meetings, committees, and stakeholder engagements
  
• Exposure to secretariat or association administration is beneficial
  
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  
• Strong documentation and report preparation experience
  
• Ability to manage confidential and sensitive information