Job Description
A Great Opportunity for ...
Job Summary
Work under supervision of Executive Office Manager in coordinating tasks assigned by Senior Management of MPRL E&P Group of Companies. Serve as a point of contact for communication between MPRL E&P Project Team and Senior Management of MPRL E&P Group of Companies. Supports to Executive Management Office in providing secretarial assistance, administrative support and performing numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.
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Job Description
• Manages functioning of Executive Management Office and overall activities which will include the following matters – must be efficient and effective
• Performs all executive secretarial tasks for Executive Management Level and some managerial staff, including transcribing and proofreading confidential correspondence, preparing reports and minutes of meeting, scheduling appointments and maintaining confidential files and other materials essential for use by the Executive Management Level
• Maintains calendar of appointments, ensuring the Executive Management Level appraised of all appointments and changes as well as matters requiring immediate attention
• Uses automated office systems to prepare letters, memorandum and reports
• Coordinates and directly supervises the activities of the Executive Office staffs to ensure equitable distribution of workload, adequate telephone coverage during absences, office protocol and information flow among department staff ,
• Processes records and forms, requisitions office supplies and performs other administrative support procedures for effective office management
• Opens and screens mail addressed to the Executive Management Level, answers routine mail independently and routes other mail with background material as necessary
• Maintains correspondence; agreements, reports, project files and keep such all files up-to-date, ensuring that material is properly marked and accessible for immediate use
• Coordinates all travel arrangements for Executive Management Level.
• Performs renewal extension and application for all certificates, visa, events and activities
• Participate Groups of Company related matters; events and activities
• Coordinates the scheduling of regular staff meetings, gathering agenda items and materials as required and preparing and distributing finalised agenda
• Monitors progress of departmental assignments, ensuring that responses are timely and in accordance with established office and department policy and procedures
• Coordinates vacation schedules among other support staff to ensure that adequate secretarial coverage is provided
• Performs some secretarial tasks for members of various committees as assigned or requested
• Performs secretarial and administrative tasks instructed by Executive Level, Sr. Management and Close Supervisor (Manager) like transcribing minutes, scheduling meetings, preparing informational material and reviewing needed documentation for clarity and completeness
• Performs special and confidential assignments as required
• Train other subordinates for Executive Management Office with a mission to get team spirit and the job to be done effectively and efficiently
Job Requirements
Job Specifications: (Educational & Non-educational qualifications)
Education / Experience
• Bachelor degree in English / Business Management and MBA is beneficial
• 3 to 5 years of secretarial experience in international or multi-national companies
• Understanding of Oil Industry related operations (preferable)
Special Skills
• Detail knowledge and understanding of business practices relating to Secretarial tasks
• Highly developed leadership skills, particularly related to communication, inter-personal skills / influencing, decision making, customer service
• Quick learner, Confidential Records Management