ASSISTANT - EXECUTIVE SECRETARY

Our Company Ries Engineering S.C is one of the major pioneer private Organizations in East Africa that has been established since 1965 as an Importer and Distributor of world-renowned Earthmoving, Construction & Mining machinery and AGCO machineries with full responsibility for their effective and efficient operations.  

POSITION SUMMARY

 Assistant Executive Secretary - is responsible for providing medium-level administrative support. The Assistant will be responsible for schedule, coordinate meetings, handle communications. This role requires good organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced environment.

DUTIES AND RESPONSIBILITIES

• Administrative Support:
• • Handle incoming and outgoing communications, ensuring timely and accurate responses.
  • Organize and maintain files, records, and documents, ensuring confidentiality and easy retrieval.
  • Ordering supplies, managing office equipment, and ensuring the smooth functioning of the office.
  • Maintaining and organizing both physical and digital files, ensuring accurate and up-to-date records.
• Meeting Coordination:
• • Coordinate and prepare materials for meetings, including agendas, presentations, and minutes.
  • Track follow-up actions and ensure that deadlines are met for tasks assigned during meetings.
  • Serve as a liaison between the office and other departments, ensuring smooth communication and coordination.
• Communication and Relationship Management:
• • Act as a point of contact for internal and external stakeholders, representing the office with professionalism and courtesy.
  • Facilitating communication between executives, employees, clients, and other stakeholders.
  • Ensuring timely and accurate dissemination of information to relevant parties.
• Travel and Event Planning:
• • Arrange business travel of the Office and others including processing visa and ticket and all other travel requirements
• Confidentiality and Discretion:
• • Handle sensitive and confidential information with the utmost discretion and integrity.
  • Ensure that all communications and documents are managed in compliance with company policies and legal requirements.
• Support to Senior Management:
• • Provide administrative support to other senior managers as needed, ensuring alignment with the directives.

Requirements

Education and Experience:

• Bachelor’s degree in business administration, Management, Communications, or a related field. Additional qualifications in office management
• A minimum of 4 – 5 years’ experience in an Assistant Executive Secretary role or similar position, preferably supporting GM.
• Experience in multinational companies, share companies and corporate companies, and related companies is advantageous.

Knowledge, Skills, Competence:

• good organizational and time management skills, with the ability to prioritize tasks and tasks and manage multiple responsibilities.
• Excellent written and verbal communication skills, with attention to detail and accuracy.
• Strong interpersonal skills, with the ability to interact effectively with senior staff and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

How to apply

Interested applicants are required to submit their application with full CV and other supporting documents through [email protected] within 7 (Seven) working days from the date of announcement.