SECRETARY

DUTIES AND RESPONSIBILITIES

Communication Management:

• Serve as the first point of contact for incoming communication, including phone calls, emails, and walk-ins.
• Manage correspondence by drafting, reviewing, and responding to emails and letters in a professional manner.
• Maintain strong communication lines with clients, stakeholders, and staff to ensure clear, accurate, and timely information exchange.

Document Preparation and Management:

• Prepare high-quality documents, including reports, proposals, tender submissions, invoices, and contracts, with accuracy and attention to detail.
• Ensure proper formatting, editing, and proofreading of all documentation to maintain professionalism.
• Create and manage electronic and physical filing systems, ensuring all company records are organized, updated, and secure.

Meeting and Schedule Coordination:

• Plan and organize meetings, preparing agendas and ensuring necessary documents and resources are available.
• Take and circulate detailed meeting minutes promptly.
• Coordinate the schedules of senior staff to avoid conflicts and optimize productivity.
• Arrange travel, accommodations, and itineraries for staff as needed.

Office Management:

• Monitor office supplies and stock levels, placing orders for new inventory in a timely and cost-effective manner.
• Organize and maintain office spaces to ensure a professional environment.
• Liaise with vendors, service providers, and office staff to address operational needs.

Tender Support and Documentation:

• Assist in the preparation and submission of tender documentation within deadlines.
• Ensure all tender-related requirements, including compliance documents, are met.

Confidential Information Handling:

• Manage sensitive and confidential information with discretion, maintaining professionalism at all times.
• Safeguard client and company data by adhering to data protection standards.

General Administrative Support:

• Provide day-to-day administrative support to the management team.
• Develop and maintain templates, checklists, and standardized processes to enhance efficiency.
• Ensure the office runs smoothly by identifying areas for operational improvements.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Certificate or Diploma in a Secretarial Course.
• Minimum of 2 years of experience in a fast-paced office environment.
• Proven typing speed of at least 30 words per minute (wpm).
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Attention to detail and ability to work under minimal supervision.

HOW TO APPLY

• If you meet the above qualifications, skills and experience press the Apply button.
• Interviews will be carried out on a rolling basis until the position is filled.
• Only the shortlisted candidates will be contacted.

APPLY