Secretary

Job Description : Secretary

Main Objectives :

The primary objective of a secretary is to ensure the smooth and efficient operation of the office by providing high-level administrative support, managing communication and schedules, organizing documentation, and facilitating effective coordination among departments and stakeholders. The role aims to enhance productivity, maintain confidentiality, and support management in achieving organizational goals.

Key Result Areas :

1. Administrative Support:

- Manage and maintain executives schedules, including meetings, appointments, and travel arrangements.

- Prepare and edit correspondence, communications, presentations, and other documents.

- Handle incoming and outgoing communications, including emails, phone calls, and mail.

2. Meeting Coordination:

- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.

- Arrange and manage logistics for board meetings, executive team meetings, and other events.

3. Documentation and Reporting:

- Prepare reports, memos, letters, and other documents, often requiring research and data compilation.

- Maintain accurate records and files, both physical and electronic, ensuring easy retrieval of information.

4. Travel Arrangements:

- Plan and coordinate travel itineraries, accommodations, and transportation for executives.

- Ensure all travel arrangements are cost-effective and align with company policies.

5. Confidentiality and Discretion:

- Handle sensitive information with the utmost confidentiality and discretion.

- Act as a gatekeeper, ensuring that only relevant communications reach executives.

6. Office Management:

- Monitor and manage office supplies and inventory.

- Liaise with internal staff at all levels and external clients and vendors to ensure smooth office operations.

7. Special Projects:

- Assist with special projects as needed, including research, event planning, and other ad hoc tasks.

- Provide support for various company initiatives and activities.

Qualifications for the position :

1. Education: Bachelor's degree in Business Administration, Communications, or a related field preferred.

2. Basic knowledge of or interest in using AI tools (e.g., ChatGPT, Notion AI, etc.) to enhance work efficiency

3. Willingness to learn and continuously develop new skills, especially in technology and digital tools

4. Strong organizational and time management skills.

5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

6. Ability to multitask and prioritize effectively in a fast-paced environment.

7. High level of integrity and discretion in handling confidential information.

8. Professional demeanor and appearance.

9. Applicants should have a valid driver's license and be able to drive.

10. Excellent verbal and written communication skills.