To provide confidential secretarial services to the Director General and senior management staff.

Key Duties and Responsibilities

The main duties and responsibilities of the Executive Assistant include:

• Maintains an appointments diary, arranges meetings for and reminds superiors of appointments. Also coordinates the DG’s activities and operations with Heads of Departments, whenever required;
• Drafts and types letters of a routine nature or based on precedent, and, on the superior’s instruction or approval, may sign such letters during their absence to ensure that such information or correspondence is not delayed. May answer queries on specified matters on behalf of the superior;
• Circulates reports and minutes of meetings and receives them back, with comments, for the superior’s attention. Also circulates minutes to all concerned, as instructed;
• Places and filters telephone calls and screens all visitors to the superior. Determines the nature of visits or calls and directs them to appropriate officials where necessary to avoid interruption to the superior;
• Types confidential and non-confidential correspondence such as memoranda, letters and technical reports, and submits them to the superior for signature before dispatching to the addressee;
• Makes local and international travel arrangements for the superior and all other staff, in liaison with the officer concerned. Also carries out personal errands for the superior, such as social arrangements;
• Uses a desktop computer to store confidential and important data so that it can be retrieved easily when required. Also maintains an up-to-date filing system for confidential and open files;
• Raises petty cash vouchers to obtain cash to replenish stocks in the DG’s office, such as coffee and other beverages, and performs other lawful duties as and when required; and
• Performs other functions, such as preparing for Board meetings in liaison with the Agency Secretary/Legal Counsel.

Minimum Qualifications and Experience:

• Full Grade 12 Certificate with five (5) credits or better, including English and Mathematics;
• Bachelor’s Degree in Business Administration, Office Management or a related field;
• Must be aged 45 years or below; and
• Minimum of three (3) years’ experience in a similar role.

• Maintains an appointments diary, arranges meetings for and reminds superiors of appointments. Also coordinates the DG’s activities and operations with Heads of Departments, whenever required
• Drafts and types letters of a routine nature or based on precedent, and, on the superior’s instruction or approval, may sign such letters during their absence to ensure that such information or correspondence is not delayed. May answer queries on specified matters on behalf of the superior
• Circulates reports and minutes of meetings and receives them back, with comments, for the superior’s attention. Also circulates minutes to all concerned, as instructed
• Places and filters telephone calls and screens all visitors to the superior. Determines the nature of visits or calls and directs them to appropriate officials where necessary to avoid interruption to the superior
• Types confidential and non-confidential correspondence such as memoranda, letters and technical reports, and submits them to the superior for signature before dispatching to the addressee
• Makes local and international travel arrangements for the superior and all other staff, in liaison with the officer concerned. Also carries out personal errands for the superior, such as social arrangements
• Uses a desktop computer to store confidential and important data so that it can be retrieved easily when required. Also maintains an up-to-date filing system for confidential and open files
• Raises petty cash vouchers to obtain cash to replenish stocks in the DG’s office, such as coffee and other beverages, and performs other lawful duties as and when required
• Performs other functions, such as preparing for Board meetings in liaison with the Agency Secretary/Legal Counsel

• Secretarial services
• Appointments diary management
• Meeting arrangement
• Correspondence drafting and typing
• Report and minute circulation
• Telephone call handling
• Visitor screening
• Travel arrangements
• Personal errands
• Computer data storage
• Filing system maintenance
• Petty cash management
• Board meeting preparation

• Full Grade 12 Certificate with five (5) credits or better, including English and Mathematics
• Bachelor’s Degree in Business Administration, Office Management or a related field
• Must be aged 45 years or below
• Minimum of three (3) years’ experience in a similar role