Secretary

Roles and responsibilities

Experienced in administrative role and maintaining effective records and administration.
Ensuring meetings are effectively organized and minutes.
Excellent communication and computer skills.
Maintain confidentiality and self-discipline.
Ready to join immediately.
secretary's duties can vary depending on where they work, and sometimes secretaries exceed their job requirements.
Answering and directing phone calls
Organizing and distributing messages
Maintaining company schedules
Organizing documents and files
Greeting business clients and guests
Documenting financial information
Maintaining and ordering office supplies
Scheduling meetings and conferences
Assisting executives with project tasks
Supervising staff and new employees
Coordinating with other organizations
Implementing administrative procedures
Working in a receptionist capacity to greet clients, customers and visitors
Answering and directing phone calls
Organizing documents and paperwork and maintaining a filing system
Assisting supervisors and staff with company projects and tasks

1. Administrative Support

• Calendar Management: Schedule and manage appointments and meetings for executives or teams.
• Travel Arrangements: Coordinate travel logistics, including booking flights, accommodations, and transportation.

2. Communication Management

• Correspondence Handling: Draft, format, and send emails, letters, and other communications.
• Phone Management: Answer and direct phone calls, take messages, and provide information to callers.

3. Document Management

• Record Keeping: Maintain and organize files, documents, and records, both digital and physical.
• Report Preparation: Prepare and edit reports, presentations, and other documents.

4. Meeting Coordination

• Meeting Preparation: Organize and set up meetings, including arranging venues and catering if necessary.
• Minutes and Follow-up: Take minutes during meetings and follow up on action items.

5. Financial Administration

• Budget Tracking: Assist with budget preparation and monitor expenditures.
• Invoice Processing: Manage and process invoices and expense reports.

Desired candidate profile

• Experience: Previous experience in a secretarial or administrative role is often preferred.

2. Skills

• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Communication Skills: Excellent written and verbal communication abilities.
• Technical Proficiency: Proficient in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with office equipment (e.g., printers, fax machines).
• Attention to Detail: Strong focus on accuracy in documentation and data entry.

3. Personal Attributes

• Professionalism: Maintains a professional demeanor and appearance.
• Discretion: Handles sensitive information with confidentiality.
• Adaptability: Ability to adapt to changing priorities and work environments.
• Team Player: Works well within a team and fosters a collaborative environment.

4. Responsibilities

• Administrative Support: Provides administrative assistance to executives or teams, including scheduling appointments, managing calendars, and organizing meetings.
• Document Management: Prepares and maintains files, records, and reports.
• Communication: Acts as a point of contact for internal and external communications.

5. Additional Qualifications

• Problem-Solving Skills: Ability to address issues efficiently and effectively.
• Time Management: Excellent time management skills to meet deadlines.
• Customer Service Orientation: Strong focus on providing support and assistance to clients and colleagues.