Gretex Industries Limited
Website:
gretexindustries.com
Job details:
ROLE: The role requires to provide administrative and coordination support to ensure smooth management of the VP’s schedule, communications, and priorities. The role includes managing meetings, handling correspondence, preparing reports and presentations, coordinating with internal teams and external stakeholders, and leveraging strong computer knowledge and tech-savvy skills to support efficient operations and the effective functioning of the Sales leadership.
1. Calendar and Schedule Management
- Manage and organize the Vice President – Sales’ daily calendar, meetings, and appointments to ensure effective time utilization.
- Coordinate internal and external meetings, including scheduling, confirmations, and meeting logistics.
- Prioritize meeting requests and ensure alignment with business priorities.
- Send timely reminders and ensure all necessary documents or materials are prepared before meetings.
2. Communication and Coordination
- Act as a key communication link between the Vice President – Sales, internal teams, and external stakeholders.
- Manage incoming calls, emails, and correspondence and respond or redirect them appropriately.
- Ensure smooth coordination with different departments.
- Facilitate clear communication regarding schedules, updates, and action points.
- Support communication with clients or partners when required.
3. Reports and Documentation
- Prepare presentations, reports, meeting agendas, and minutes.
- Maintain accurate records of important documents, reports, and communications.
- Track and update reports, sales data summaries, and performance updates as required.
- Organize and maintain both digital and physical documentation for easy access and reference.
- Assist in compiling information required for leadership reviews or meetings.
4. Administrative and Operational Support
- Provide day-to-day administrative support to ensure smooth functioning.
- Manage documentation, correspondence, and filing systems efficiently.
- Handle confidential information with professionalism and discretion.
- Support planning and coordination of meetings, events, and internal reviews.
- Assist with operational tasks and ensure follow-ups on assigned administrative activities.
5. Technology and Digital Tools Utilization
- Utilize strong computer knowledge to manage schedules, reports, and documentation efficiently.
- Use digital tools such as spreadsheets, presentation software, and communication platforms effectively.
- Maintain organized digital files and ensure proper data storage and accessibility.
- Support the use of technology for virtual meetings, presentations, and collaboration.
- Stay updated with basic digital tools and technologies to improve productivity.
6. Stakeholder Support and Task Execution
- Track action items from meetings and ensure timely follow-ups with relevant teams.
- Support the Vice President – Sales in monitoring progress on key initiatives and deliverables.
- Coordinate with internal teams to ensure timely completion of assigned tasks.
- Assist in managing priorities and ensuring smooth execution of day-to-day activities.
- Maintain professional relationships with internal and external stakeholders.
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