Executive Secretary (Heading)

Heading Moz is searching for an Executive Secretary for a client in the field of Oil and Gas.

The secretary will be responsible for providing administrative support and perform numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

Responsibilities

• Provide administrative and clerical support to departments or individuals;
• Schedule meetings and arrange conference rooms;
• Alert manager about cancelations or new meetings;
• Manage travel and schedule;
• Handle information requests;
• Prepare correspondence and stuff mail into envelopes;
• Arrange for outgoing mail and packages to be picked up;
• Prepare statistical reports;
• Manage spread sheets;
• Greet and receive visitor;
• Prepare confidential and sensitive documents;
• Coordinates office management activities;
• Determine matters of top priority and handle accordingly;
• Prepare agenda for meetings;
• Takes and transcribes dictation;
• Helps prepare office budget;
• Plans events and volunteer activities;
• Maintain office procedures;
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records;
• Operate office equipment, such as photocopy machine and scanner;
• Coordinate committees and task forces;
• Relay directives, instructions and assignment to executives;
• Receive and relay telephone messages;
• Direct the general public to the appropriate staff member;
• Maintain hard copy and electronic filing system.

Profile

• Bachelors degree;
• Proven experience as an Executive Secretary (minimum of 5 years);
• Excellent computer skills;
• Fluency in English and Portuguese.