Job Vacancy: Executive Secretary
We are a leading contracting company seeking a highly organized and proactive Executive Secretary to join our dynamic team. This pivotal role requires a professional who can provide comprehensive administrative support, with a specialized focus on managing tenders and bids.
Responsibilities:
- Manage and coordinate all administrative tasks to ensure the smooth operation of the executive office.
- Handle the full lifecycle of tenders and bids, including tracking opportunities, preparing submissions, and managing deadlines on various online platforms.
- Maintain and organize a robust digital and physical filing system for all tender and bid-related documents, ensuring easy retrieval and compliance.
- Utilize advanced computer software to professionally prepare and format technical presentations and proposals for tenders and bids.
- Coordinate meetings, appointments, and travel arrangements for executives.
- Prepare reports, presentations, and correspondence as required.
- Act as a primary point of contact, liaising with internal and external stakeholders.
- Assist in project coordination and follow-up on action items.
Proven experience as an Executive Secretary or similar administrative role.Demonstrable experience working within the contracting/construction industry is essential.Extensive experience in managing, tracking, and submitting tenders and bids through various online platforms.Profound knowledge and practical experience with tender and bid document management systems and best practices for secure and efficient filing.Exceptional proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with the ability to create professional technical presentations and proposals.Strong organizational and time management skills with the ability to prioritize tasks effectively.Excellent written and verbal communication skills.High level of discretion and confidentiality.Ability to work independently and as part of a team in a fast-paced environment.