Executive Secretary for AM.AM Investment P.L.C

Job Purpose

The Executive Secretary is responsible for providing comprehensive administrative support to the management and staff of the construction company. This role involves handling communication, scheduling, document management, and various clerical duties to ensure the smooth operation of the office. The Secretary acts as a key point of contact for both internal and external stakeholders, ensuring effective communication and coordination within the company.

Main Duties and Responsibilities

Administrative Support

• Manage and maintain executives' schedules, including meetings, appointments, and travel arrangements
• Prepare and edit correspondence, reports, presentations, and other documents
• Organize and maintain paper and electronic filing systems, ensuring documents are easily accessible and properly stored
• Handle incoming and outgoing mail, email, and phone calls, directing them to the appropriate parties

Communication

• Serve as the primary point of contact for internal and external communications
• Coordinate communication between management, staff, clients, subcontractors, and suppliers
• Draft and distribute meeting agendas, minutes, and other relevant documentation
• Assist in the preparation and distribution of project updates, newsletters, and other company communications

Scheduling and Coordination

• Coordinate and schedule meetings, conferences, and site visits
• Arrange travel and accommodations for company staff as needed
• Manage and update the company calendar, ensuring all important dates and deadlines are tracked
• Coordinate with other departments to ensure smooth workflow and timely completion of tasks

Document Management

• Maintain and update project documentation, including contracts, permits, plans, and specifications
• Assist in the preparation and submission of bids, proposals, and other project-related documents
• Ensure that all documents are properly formatted, reviewed, and approved before submission or distribution
• Manage the archiving and retrieval of documents in compliance with company policies