Office Secretary

General Purpose

Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities including receiving and handling information.

Main Job Tasks, Duties and Responsibilities

• prepare and manage correspondence, reports and documents
• organize and coordinate meetings, conferences, travel arrangements
• take,type and distribute minutes of meetings
• implement and maintain office systems
• maintain schedules and calendars
• arrange and confirm appointments
• organize internal and external events
• handle incoming emails, mail and other material
• set up and maintain document management systems
• set up work procedures
• collate information
• maintain databases
• communicate verbally and in writing to answer inquiries and provide information
• liaison with internal and external contacts
• coordinate the flow of information both internally and externally
• operate office equipment
• manage office supplies

Education and Experience

• relevant training or qualification
• knowledge and experience of relevant software applications including spreadsheets and database management
• knowledge of administrative and clerical procedures
• knowledge of business principles
• proficient in spelling, punctuation, grammar and other English language skills
• proven experience of producing correspondence and documents
• proven experience in information and communication management
• required typing speed

Key Competencies

• verbal and written communication skills
• attention to detail
• confidentiality
• planning and organizing
• time management
• interpersonal skills
• customer-service orientation
• initiative
• reliability
• stress tolerance