Executive Secretary

EXECUTIVE SECRETARY – GENERAL

Industry:                         N.G.O./Social Services

Total Position:                  1

Job Type:                         Contract (Two Years)

Department:                    General

Job Location:                    Islamabad

Minimum Education:        Graduation / MA

Career Level:                    Officer

Minimum Experience:     5 – 7 Years

Apply By:                         May 31, 2018

Posted On:                       May 02, 2018

Email:                              [email protected]

Postal Address:             31-Mauve Area, RDF Centre, Near NHA Building Sector G-9/1,

                                      Islamabad

ORGANIZATIONAL CONTEXT

The Pakistan Centre for Philanthropy (PCP) is a nonprofit public service organization with a mandate to promote the volume and effectiveness of philanthropy for development in Pakistan.

REPORTING RESPONSIBILITIES

The Executive Secretary will directly report to the Executive Director PCP.

JOB PREVIEW

The Executive Secretary provides assistance to the Executive Director in all secretarial and administrative issues.

JOB DESCRIPTION (TOR’S)

1. Maintain agenda for ED and assist in planning appointments, board meetings, conferences etc.

2. Manage and maintain ED schedule.
3. Attend meetings and keep minutes.
4. Receive and screen phone calls and redirect them when appropriate.
5. Handle and prioritize all outgoing or incoming correspondence (emails, letters, packages etc.)
6. Assist with and draft official correspondence.
7. Take and transcribe dictation
8. Make travel arrangements for Executive Director.
9. Correspond with BOD and General Body Members for meeting attendance and other corporate matters. Handle confidential documents, ensuring that they remain secure.
10. File and retrieve corporate documents, records, and reports
11. Prepare travel approval / expense report and provides assistance in bookkeeping.
12. Monitor ED’s office supplies.
13. Maintain electronic and paper records, ensuring information is organized and easily accessible
14. Conduct research and prepare presentations or reports as assigned.

REQUIRED COMPETENCIES

1. Proven experience as executive secretary or similar administrative role.
2. Proficient in MS Office, (Word, Excel &PowerPoint), Shorthand typing.
3. In-depth knowledge, of office management and basic accounting procedures as well as technical

      The vocabulary of the relevant industry.

1. Familiarity with basic research methods and reporting techniques.
2. Excellent organizational and time-management skills.
3. Outstanding communication and negotiation abilities.
4. Integrity and confidentiality.

MINIMUM EDUCATION&EXPERIENCE

1. Graduation / MA / Masters from any HEC recognized reputed University of Pakistan.