Job Description

Job Summary:

The Secretary will be responsible for administrative support, managing communication, scheduling appointments, organizing meetings, and assisting with various tasks. Requires strong communication, organization, and computer skills. Previous administrative experience preferred.

Key Responsibilities

:

1. Provide administrative support to ensure the efficient operation of the office.

2. Answer phone calls, take messages, and redirect calls/messages to appropriate offices.

3. Manage and maintain schedules, appointments, and calendars for executives.

4. Handle incoming and outgoing correspondence, including emails and physical mail.

5. Assist in the preparation of regularly scheduled reports and presentations.

6. Organize and maintain documents and files, both electronic and physical.

7. Coordinate meetings, conferences, and travel arrangements for executives.

8. Record, transcribe, and distribute minutes of meetings.

9. Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.

10. Assist in the preparation of expense reports and budget monitoring.

11. Perform other administrative tasks as assigned.

12. Be available for local and outstation travel for meetings, site/project visits, and events as per organizational requirements.

Key Result Areas (KRAs):

1.

Efficient Office Operations

: Ensure smooth functioning of daily office operations by managing administrative tasks promptly and effectively.

2.

Communication Management

: Handle all incoming and outgoing communications professionally and promptly.

3.

Schedule and Calendar Management

: Maintain accurate schedules and calendars for executives, ensuring all appointments and meetings are organized and well-coordinated.

4.

Document Management

: Maintain organized and up-to-date documentation, both electronic and physical, for easy access and retrieval.

5.

Meeting and Event Coordination

: Assist in the seamless organization of meetings, conferences, and travel arrangements, ensuring all logistics are handled efficiently.

6.

Record Keeping

: Maintain accurate records and minutes of meetings to facilitate decision-making and follow-up actions.

7.

Supply Management

: Ensure adequate office supplies are available at all times by managing inventory and procurement processes.

8.

Support to Executives

: Provide proactive support to executives in completing tasks, preparing reports, and managing expenses.

9.

Team Collaboration

: Collaborate effectively with other team members to support overall organizational goals and objectives.

10.

Adherence to Policies and Procedures

: Ensure compliance with organizational policies, procedures, and guidelines in all administrative tasks and activities.

Qualification and Experience

:

Education

: High school diploma or equivalent is required.

Experience:

Prior experience of

minimum 2-3 years in a Secretarial

role

is a must

Skills:

Excellent communication skills, both verbal and written. Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Gmail) or similar programs. Strong organizational and time management skills. Attention to detail and accuracy in completing tasks. Ability to multitask and prioritize tasks effectively. Professionalism and discretion in handling sensitive information. Typing speed and accuracy. Familiarity with office equipment such as fax machines, copiers, and printers.
Job Types: Full-time, Permanent

Pay: ?400,000.00 - ?650,000.00 per year

Benefits:

Flexible schedule Provident Fund
Work Location: In person