- To provide efficient secretarial, administrative, and clerical support to management and the organization by ensuring effective communication, proper document management, accurate record-keeping, and smooth day-to-day office operations.
Secretarial and Administrative Support
- Provide secretarial and administrative support to management and other departments as required.
- Prepare, type, format, and proofread letters, reports, memos, minutes, and other official documents.
- Manage the manager's diary, schedule appointments, and coordinate meetings.
- Receive visitors and direct them to the appropriate offices or personnel.
- Answer, screen, and direct telephone calls professionally.
- Handle incoming and outgoing correspondence, including emails and physical mail.
Records and Document Management
- Maintain an organized filing system for physical and electronic documents.
- Ensure the safe custody and confidentiality of company records.
- Maintain accurate records, registers, and databases.
- Retrieve documents and information when required.
- Ensure documents are properly filed, updated, and accessible to authorized personnel.
Meeting and Travel Coordination
- Schedule meetings and appointments and communicate arrangements to relevant parties.
- Prepare meeting agendas, take minutes, and circulate them to the relevant participants.
- Follow up on action points arising from meetings.
- Assist in organizing official travel, including transport and accommodation arrangements where necessary.
Communication and Customer Service
- Handle telephone calls, emails, and inquiries professionally and promptly.
- Maintain effective communication with clients, suppliers, employees, and other stakeholders.
- Respond to routine inquiries and direct complex matters to the appropriate personnel.
- Ensure all visitors and callers receive courteous and professional service.
General Office Administration
- Monitor office stationery and other administrative supplies and coordinate replenishment.
- Assist in preparing administrative reports and maintaining office records.
- Support the coordination of daily office activities.
- Perform other administrative duties assigned by the supervisor or management.
Qualifications and Experience
- A Diploma or Certificate in Secretarial Studies, Business Administration, Office Administration, or a related field.
- Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
- At least 2 years of relevant experience in a secretarial or administrative role.
- Excellent written and verbal communication skills.
- Good typing, document formatting, and minute-taking skills.
Key Competencies and Skills
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Professional telephone etiquette and interpersonal skills.
- Ability to multitask, prioritize assignments, and meet deadlines.
- High levels of integrity and confidentiality.
- Good problem-solving and coordination skills.
- Ability to work independently and as part of a team.
- Professional appearance and a courteous, service-oriented attitude.
Performance will be assessed based on:
- Timely preparation and submission of correspondence and reports.
- Accuracy and proper maintenance of records and filing systems.
- Effective scheduling and coordination of meetings and appointments.
- Professional handling of calls, visitors, and correspondence.
- Adherence to confidentiality and organizational policies.
- Timely completion of assigned administrative tasks