Responsibilities

• As a secretary, you will be responsible for managing the schedules and appointments of company executives. You will have to use scheduling software to arrange meetings, conferences, and travel plans, optimizing time and resources
• We expect you to handle all incoming and outgoing correspondence, including emails, memos, and letters
• As a Secretary, you will be responsible for organizing and archiving company records, contracts, and other important documents to ensure compliance and easy retrieval
• It will be your duty as a Secretary to ensure that office equipment, such as photocopiers and fax machines, is in good working order and arrange for repairs or maintenance when necessary
• We expect you to answer phone calls and direct them to the appropriate person or department
• One of the key duties of a secretary in our company is to coordinate meetings. This involves scheduling meetings, preparing agendas, sending out invitations, and reserving meeting rooms. During meetings, you will take minutes to document discussions and action items
• As a Secretary at our company, it will be your responsibility to accurately enter data into spreadsheets, databases, and other systems as needed for various projects and record-keeping purposes
• At times, you will have to handle multiple tasks and priorities simultaneously, effectively managing time and resources
• You may be tasked with financial responsibilities, such as expense tracking, invoice processing, and assisting with budget preparation
• We expect you to coordinate travel arrangements and accommodations for executives when necessary
• As a Secretary, you will draft, edit, and proofread documents, reports, letters, and memos on behalf of the organization or executives
• Maintaining confidentiality is a paramount responsibility. As you will be handling sensitive information, you must ensure it is protected and shared only with authorized individuals
• You will distribute documents, reports, and communications to relevant parties and departments within the organization
• We expect you to maintain office supplies inventory and place orders as needed
• It will be your responsibility as a Secretary to assist with various projects and initiatives as assigned by your heads or management

Requirements

• You must have robust verbal and written communication skills to effectively communicate with our team members, clients, and external stakeholders
• You should possess exceptional organizational abilities to manage multiple tasks, prioritize deadlines, and maintain an efficient workflow
• You must be proficient in using various office software tools, including word processing, spreadsheets, and presentation software
• You should demonstrate a high level of professionalism and discretion when handling sensitive information and confidential documents
• You must have strong attention to detail to ensure accuracy in preparing and proofreading various documents, such as reports, memos, and correspondence
• You should exhibit outstanding time management skills to efficiently schedule appointments, arrange meetings, and coordinate travel arrangements
• You must have the ability to work independently and collaboratively within a team environment, supporting colleagues and contributing to a positive work culture
• You should possess a proactive mindset and problem-solving abilities to anticipate needs, resolve issues, and improve administrative processes