Job Description:
We are seeking a highly organized and proactive Secretary to join our team. The ideal candidate will be responsible for supporting our office staff and executives with clerical tasks, including managing schedules, creating reports, organizing documents, and handling correspondence. The Secretary will play a critical role in maintaining the flow of information in the office, ensuring all activities are conducted efficiently.
Responsibilities:
- Answer phone calls, provide information to callers or connect callers to appropriate people.
- Schedule appointments and update event calendars.
- Arrange staff meetings and take detailed minutes.
- Create and manage both digital and hardcopy filing systems.
- Handle incoming and outgoing correspondence, including emails, faxes, mail, and packages.
- Drafting emails, letters, prepare reports and presentations with statistical data, as assigned.
- Operate office equipment, such as photocopiers, printers, etc.
- Handle confidential documents ensuring they remain secure.
- Assist in making travel arrangements and booking venues for conferences and events.
- Perform office duties as needed, including organizing catering for office functions.
Requirements:
- Proven experience as a secretary or administrative assistant.
- Familiarity with office organization and optimization techniques.
- High degree of multi-tasking and time management capability.
- Excellent written and verbal communication skills.
- Proficiency in MS Office.
- Assist Directors / Executive office