Office Secretary
Office Secretary
Posted on :
22-10-2024
Employer Active
1 Vacancy
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Job Description
Job Summary:
We are seeking a highly organized and proactive Office Secretary with strong project management operations and administrative skills to support the smooth functioning of the office for our Client. The ideal candidate will play a crucial role in managing daytoday operations coordinating projects and ensuring effective communication between different departments. This role requires excellent multitasking abilities attention to detail and a solid foundation in office management practices.
Key Responsibilities:
1. Administrative Support:
- Serve as the primary point of contact for office communications including managing phone calls emails and correspondence.
- Schedule meetings appointments and manage calendars for senior management.
- Maintain office supplies and equipment and ensure the office is wellorganized.
- Prepare edit and format documents reports presentations and other materials as needed.
- Handle confidential information with integrity and discretion.
2. Project Management:
- Assist in planning coordinating and tracking the progress of various projects across departments.
- Manage project timelines milestones and deliverables to ensure timely execution.
- Organize and maintain project documentation ensuring accessibility and accuracy.
- Facilitate communication between project stakeholders track project updates and follow up on action items.
- Assist with resource allocation and task prioritization to meet project objectives.
3. Operations Management:
- Oversee the daytoday operations of the office ensuring smooth and efficient functioning.
- Coordinate logistics for events meetings and companywide activities.
- Assist in implementing and maintaining operational policies and procedures.
- Support procurement processes including managing vendor relationships and negotiating contracts.
- Track office expenses and assist with budgeting and financial reporting.
- Ensure compliance with company policies and safety regulations.
4. Communication & Coordination:
- Serve as the liaison between departments to ensure clear communication and coordination.
- Prepare meeting agendas take minutes and distribute them to relevant stakeholders.
- Follow up on pending tasks deadlines and deliverables with the team and external partners.
- Assist in preparing and organizing internal and external presentations and reports.
Qualifications:
- Bachelor s degree in Business Administration Office Management or a related field (preferred).
- Proven experience in an administrative or office secretary role with project management and operations exposure.
- Strong organizational and multitasking abilities with attention to detail.
- Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and project management tools
- Excellent written and verbal communication skills.
- Ability to prioritize tasks work independently and meet deadlines in a fastpaced environment.
- Experience in managing budgets contracts and vendor relationships is a plus.
Key Competencies:
- Strong interpersonal and communication skills.
- Excellent time management and organizational skills.
- Ability to handle multiple tasks and projects simultaneously.
- Problemsolving and critical thinking abilities.
- High level of integrity professionalism and discretion
Website:
Employment Type
Full Time
Key Skills
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