Executive Secretary at SUTAPRO Co.LTD

SUTAPRO Company is registered in the United Republic of Tanzania in the Mining industry. The main activities of the Company are to explore, search, exploit, develop, mine, process, treat, refine prepare for market, transport, market or otherwise deal in gold, gold ores, minerals and all sorts of substances found in, above or below the ground and to acquire dealers’ rights, exploration and mining rights or concessions in respect thereof.

The company wishes to recruit an enthusiastic, self-driven candidates for the following positions:

Position: Executive Secretary

REF: SUT/ES/6/2024-4

Job Location: Kahama

An Executive Secretary need to Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
Executive Secretary maintains the executive’s agenda, plans appointments and meetings, attends meetings and takes minutes, handles phone calls, manages correspondence, arranges travel, and maintains records

The duties of the Executive Secretary are

• Serve as the primary point of contact for internal and external stakeholders, screening and directing inquiries as appropriate.
• Maintain effective communication between the Managing Director and other departments within the organization.
• Draft and edit correspondence, reports, presentations, and other documents as needed
• Prepare agendas, take minutes, and distribute meeting materials for executive meetings.
• Handle incoming correspondence, prioritize emails, and draft responses on behalf of the Managing Director.
•  Arrange travel accommodations and itineraries for business trips for all the employees across the company.
• Handling incoming calls and other communications
• Oversee office operations and ensure the executive office is well organized and equipped with necessary supplies.
• Coordinate with other administrative staff to facilitate efficient office workflows and procedures.
• Conduct research, gather data, and prepare reports to support decision-making processes.
• Monitor project timelines, follow up on action items, and ensure deadlines are met.
•  Process expense claims and advances for the Directors as per requirement
• Booking and arranging travel, transport and accommodation and logistics for guests whenever required
• Reminding the Directors of important tasks and maintain deadlines
• Typing, Compiling, preparing reports, presentations and correspondence.
• Handle confidential information and sensitive matters with discretion and confidentiality.
• Maintain strict confidentiality regarding business operations, personnel matters, and strategic initiatives.
• Coordinate with other administrative staff to facilitate efficient office workflows and procedures.
• Ability to work independently with minimal supervision and collaborate effectively as part of a team.

The candidate should possess the following qualifications, Skills, competence and Experiences:

• Holder of Bachelor degree in Business Management or related Field
• At least 4 years of working experience in relevant position
• Proven experience as an Executive Assistant or similar role supporting senior executives.
• Excellent communication skills, both written and verbal, with strong attention to detail.
• Proficient in Microsoft Office suite and other relevant software applications.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and multitask effectively.
• Discretion and integrity in handling confidential information.
• The ability to work at his/her own initiative and to tight deadline
• Honesty and Reliability

How to Apply

If you believe you are the right candidate for any of the above positions, please submit your application with a detailed CV, photocopies of academic certificates, names of three referees with their contacts. In addition, please quote the job position and reference number on the subject of your email.

Applications should be submitted through email: careerway58@gmail.com Cc sutaprohr@gmail.com not later than 11th June 2024 at 05:00 pm.

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