Chairperson’s Secretary/Executive Secretary

Kopila Valley Sewa Samaj
Location: Surkhet
Salary:As Per Organization's Rule
Posted Date: 2021-01-20 Deadline: 2021-02-17
  • Location : Surkhet
  • Qualification Degree : Bachelor's Degree
  • Salary : As Per Organization's Rule
  • Category : Secretary
  • Nature : Full Time
Job Description

Position Summary 

Chairperson’s Secretary/Executive Secretary:- KVSS is looking for a highly skilled professionals Executive Secretary/Chairperson’s Secretary who support Chairperson in an administrative capacity. He/She manage schedules, and provide efficient and effective administrative and clerical support. This position expected to multitasking abilities and work under pressure in a fast-paced environment. Chairperson’s Secretary should be organized, incredible problem solving and office coordination skills, and exhibit excellent time management, strong communicator to support chairperson while working with confidential information. Chairperson’s secretaries must have a high degree of integrity and must be reliable. Since the Chairperson’s secretary handles phone calls, sets up meetings, attends some meetings to take notes, and may even sort through emails for their Chairperson, they are also often privy to sensitive and confidential information. It is vital that the Chairperson’s secretary be trustworthy and not to share confidential information with others. This role requires a desire to learn & offers exciting growth opportunities. This is a full-time position & strong candidates will play a long term role in Kopila Valley. 

Details of the Position and requirements 

Position

Chairperson’s Secretary/Executive Secretary (Level- 7)

Number

1 Position

Educational Qualification

Bachelors Degree in Business Administration and other discipline. 

Experience

3 years experience in a similar role

Language

Fluent in English, Nepali

Location

Birendranagar-4 Surkhet, Nepal

Start Date

Immediately

Contract

1 year; full-time (option for renewal)

Probation 

3 Months

Benefits

Competitive Salary benefit with, Festival allowance, SSF,  On-site meals

Nationality

Nepali citizens only

Reports to

Chairperson

Major Duties & Responsibilities

  • You will search information for the Chairperson and give them that information in a quick to read report or review information given to the Chairperson and highlight key points in the information for them to know.

  • Receiving and screening phone calls, massages, emails and redirecting them when appropriate. 

  • Maintain and manage general filing system and file all correspondence.

  • Assist in planning and preparation of meetings, conferences and conference telephone calls.

  • Update to chairperson on status of issues before scheduled meetings.

  • Prepare agenda and collect materials for meetings, speeches, and conferences.

  • Write minutes and maintain records of proceedings.

  • Plan and coordinate arrangements for professional meeting/conferences.

  • Review and edit documents prepared for chairperson’s signature.

  • Coordinate and facilitate Chairperson’s calendar to arrange appointments, meetings, and conferences.

  • Recommend actions to be taken on office expenditures such as equipment and supply needs.

  • Directly assist the Chairperson in the management of the affairs pertaining to BlinkNow US team/Board.

  • Implement Chairperson’s directives, orders and decisions. 

  • Decide, for and on behalf of the Chairperson, matters not requiring personal presidential attention. 

  • Exercise supervision and control over the various units in the Office including internal administrative requirements.  

  • Provide overall coordination in the operation of the Kopila Valley Office. 

  • Determine and assign matters to the appropriate department in the organization. 

  • Assist the Chairperson in the performance of functions pertaining to legislation. 

  • Perform such other functions as the Chairperson may direct.

  • Answer and direct phone calls and Maintain contact lists

  • Organize and schedule meetings and appointments

  • Book travel arrangements

  • Should maintain a high degree of integrity and must be reliable. Since the Chairperson’s secretary handles phone calls, sets up meetings, attends some meetings to take notes, and may even sort through emails for Chairperson, they are also often privy to sensitive and confidential information. It is vital that the Secretary be trustworthy and not to share confidential information with others.

  • Create a long term schedule for the Chairperson. 

  • Responsible for ensuring that the Chairperson is able to make all meeting and events. 

  • Communicate between the executive and employees

  • Greeting visitors and directing them to the appropriate place

  • Managing multiple or complex calendars for meetings, travel and personal commitments

  • Undertake any other duties delegated by Organization.

Job Specification

Required skills: 

  • Bachelor Degree in Business Administration and other discipline.

  • Three years of experience in an executive support role.

  • Thorough understanding of clerical and secretarial principles.

  • Ability to work under pressure and meet deadlines.

  • Proficient in Microsoft Office package, email/internet, setup Google calendar/met, slack and others.

  • Sense of confidentiality, willingness to learn new skills and new approach.

  • Two wheeler driving skill with valid driving license is preferred.  

  • Excellent written and verbal communication and writing skills in English. 

  • Fluency in written and spoken English.

  • Require critical thinking, time-management skills; interpersonal and communication and Negotiation skills; good physical condition; flexible scheduling & especially the ability to prioritize and multitask. 

  • Effective and professional communication abilities, including being able to communicate with all levels of employees, guests, BlinkNow foundation’s team.

  • Professional writing capabilities, including emails, memos, letters, reports, documents and correspondence.

  • Strong organizational and planning skills,  Project management skills, like goal-setting, budget management and planning

  • In-depth understanding of the Organization or office they work in

  • Knowledge of office management systems and procedures 

  • In depth knowledge of office management and National and International policy and procedure, Financial and basic accounting procedures. 

  • Strong integrity and confidentiality

  • A pleasant and friendly personality is critical in this position.

  • Skills such as patience, tact and the ability to maintain composure are also valuable. 

Apply Instructions

Qualified and Interested Nepali individuals are requested to submit their recent updated CV and cover letter describing why the applicant would be suitable for the position at apply@kopilavalley.org before 18 Feb 2021. The candidates should indicate their expected salary in the application. For the further information and details JD can request through HR@kopilavalley.org and phone 083-412230. Shortlisted candidates will be called for further process. Please mention the title of the position on the subject of the e-mail while applying. 

 

This Job is expired. The Company is no longer accepting applications for this position.

Industry Type NGO / INGO / Social Work
Location
Organization Size 1-10
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