SPECIALIST- ADMIN OFFICER TO CEO – Botswana Railways

Experience:

•A minimum of 3 years of experience as an Executive Secretary in a large corporation. Knowledge of MS Packages

Key Performance Areas

•Provides services of a go-between the Chief Executive and stakeholders
•Maintains outmost confidential information, personal files and policy files for the Chief Executive Officer.
•Provides assistance on administrative arrangements for meetings of the Board.
•Assists the CEO in the timely management of communications including written, telephone, email and voicemail.
•Makes visa applications for CEO and travelling party as and when required.
•Creates and maintains the appropriate registry, filing system and confidential files and retrieves documents/files timeously when needed.
•Provides secretarial services to the Executive Management meeting advising on proceeding matters that requires resolution.
•Compose and edit letters, documents, emails, proposals and ensure follow up with those that require answers, responses and written replies.
•Prepares briefing notes for and provides additional information to the Chief Executive as necessary.
•Maintains a calendar of appointments and scheduled meetings.
•Keeps record of level of consumable stock and replenishes accordingly.
•Prepares payment vouchers the purchasing any required activities and documents for the office of the CEO.
•Arranges meetings for the Chief Executive Officer and ensures that all documents and necessary requirements available for the meeting.
•Maintains Chief Executive Officer ‘s office and makes appointments, travel arrangements, accommodation bookings and prepares required documents
•Receives and records telephone messages, welcomes Chief Executive Officer’s visitors and establishes nature and priority of requirements of unexpected visitors and makes appointments as appropriate;