The Secretary is responsible for providing administrative and clerical support to ensure the efficient operation of the office. This role involves managing correspondence, scheduling appointments, organizing files, and assisting with office operations to maintain a productive work environment.
Key Responsibilities:
Handle incoming and outgoing calls, emails, and correspondence.
Schedule meetings, appointments, and maintain calendars for executives or departments.
Prepare and distribute meeting agendas, minutes, and reports.
Maintain organized filing systems, both electronic and physical.
Assist in drafting and proofreading documents, reports, and presentations.
Manage office supplies and inventory.
Coordinate travel arrangements and accommodations as needed.
Greet visitors and provide assistance as required.
Handle confidential information with discretion.
Support other administrative and clerical tasks as assigned.
Qualification &
Skills
1. Educational Qualifications:
Minimum: High school diploma or equivalent.
Preferred: Associate’s or Bachelor’s degree in Business Administration, Hospitality, or a related field.
2. Experience:
Entry-level to 2+ years of experience in a receptionist, front desk, or customer service role.
Prior experience in administrative or clerical work is an advantage.
3. Skills and Competencies:
Communication Skills: Excellent verbal and written communication skills.
Interpersonal Skills: Friendly, professional, and customer-service-oriented demeanor.
Technical Skills:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Familiarity with office equipment (printers, scanners, telephone systems).
4. Personal Attributes:
Professional and well-groomed appearance.
Courteous, patient, and approachable personality.
Reliable and punctual with a strong sense of responsibility.
5. Work Conditions & Requirements:
Standard office hours; some roles may require flexibility.
Ability to sit for extended periods and manage front desk operations.
Interaction with clients, visitors, and internal staff regularly.
