Administrative & Executive Secretary

We are looking to hire an Administrative & Executive Assistant 

1. Administrative Support:

• Managing office operations and supplies.
• Handling correspondence, emails, and phone calls.
• Scheduling meetings, managing calendars, and coordinating travel.
• Preparing reports, presentations, and other documents.
• Filing, organizing, and maintaining records.

2. Executive Assistance:

• Providing direct support to senior management or executives.
• Managing confidential information and sensitive documents.
• Drafting letters, memos, and other official communications.
• Facilitating communication between the executive and other staff or stakeholders.

3. Tender Preparation & Management:

• Document Preparation: Compiling and formatting tender documents (e.g., technical proposals, financial bids, etc.).
• Research & Analysis: Researching tender opportunities, analyzing eligibility criteria, and summarizing requirements.
• Compliance & Review: Ensuring all documentation meets the tender requirements, deadlines, and legal compliance.
• Coordination: Collaborating with different departments (e.g., finance, legal, technical teams) to gather necessary information.
• Submission & Tracking: Managing submission timelines, keeping track of deadlines, and following up on bid results.

4. Communication & Liaison:

• Acting as a point of contact between internal teams and external vendors, clients, or government bodies.
• Coordinating with suppliers and service providers for quotation gathering and bid pricing.
• Managing post-tender communication, including clarifications and contract follow-ups.

5. Organizational & Project Management:

• Maintaining a database of past tenders, contracts, and submission records.
• Tracking tender performance and documenting lessons learned for future bids.
• Setting up internal workflows to streamline tender submission processes.