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Executive Secretary

Duties & Responsibilities Coordinate the Director’s respective diary, handle incoming and outgoing communication and re-route to appropriate departments when necessary. Respond to routine correspondence within limits of authority. Screen all incoming calls, act as intermediary for Director within established guidelines and re-route issues which could be handled by the Director’s subordinates. Screen all visitors to the office of the Director Ensure the smooth running of the office in the Director’s absence by either handling or delegating important matters. Interpret and implement the Director’s instructions and administrative requirements. Prepare professional, accurate, and high quality electronic presentations and documentation Arrange and coordinate meetings / workshops with the companies employees and external delegates Make local and international travel reservations and itinerary bookings, including arranging appointments. Prepare and process local and overseas travel expense claims. Keep a comprehensive filing system for the division and action all routine office administration, i.e. leave absence reports. Have well-developed communication skills, both written and oral, with an excellent command of the English language. German language proficiency advantageous.

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