Job Summary:
Responsible for providing administrative support to senior management, including scheduling appointments, managing correspondence, and preparing meetings to ensure efficient and smooth workflow.
Job Duties and Responsibilities:
Correspondence Management: Receive, send, and appropriately direct internal and external correspondence.
Scheduling: Manage appointment and meeting schedules for senior management, ensuring effective coordination.
Document Preparation: Prepare and accurately draft documents and reports as required by management.
Meeting Preparation: Organize and arrange meetings, including preparing necessary materials and taking minutes.
File Management: Maintain and organize administrative files, ensuring easy access when needed.
Administrative Support: Provide support to various departments when needed to ensure smooth operations.
Time Management: Organize daily work schedules and ensure tasks are completed on time.
External Communication: Handle phone calls and email correspondence professionally.
Policy Compliance: Ensure all activities align with the organization’s internal policies and procedures.
Required Job Skills:
Strong Organizational Skills: Ability to effectively organize tasks and files.
Time Management: Capable of managing time and ensuring tasks are completed on schedule.
Communication Skills: Clear communication with various levels within and outside the organization.
Writing Skills: Ability to draft correspondence and reports accurately and professionally.
Technical Proficiency: Familiarity with office administration tools and software.
Adaptability: Ability to adapt to sudden changes in the work environment and handle them effectively.
Confidentiality: Ability to handle sensitive information and maintain confidentiality.
Teamwork: Ability to work effectively within multidisciplinary teams.
Attention to Detail: Attention to detail to ensure accuracy and quality in work.
Continuous Learning: Willingness to pursue continuous learning and develop office skills.
Required Qualifications:
Diploma in Office Management, Secretarial Studies, or a related field.
Experience: 3 years of practical experience in secretarial or office administration.
English Language: Advanced level.
Certification: Office Management or Secretarial Certification (CAP – Certified Administrative Professional).