Roles & Responsibilities:
- Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
- Providing real-time scheduling support by booking appointments and preventing conflicts.
- Making travel arrangements, including booking flights, cars, and making hotels and restaurant reservations.
- Screen phone calls and route callers to the appropriate party.
- Use computers to generate reports, transcribe meeting minutes, create presentations, and conduct research.
- Greet and assist visitors.
- Maintain polite and professional communication via phone, e-mail, and mail.
- Anticipate the needs of others to ensure a seamless and positive experience.
- Report to management and perform secretarial duties.
- Process, type, edit, and format reports and documents.
- File documents and maintain databases by entering data accurately.
- Liaise with internal departments and communicate with the public.
- Direct internal and external calls, emails, and faxes to the appropriate departments.
- Arrange and schedule appointments, meetings, and events.
- Monitor office supplies and order replacements as needed.
- Assist with copying, scanning, faxing, emailing, note-taking, and travel bookings.
- Prepare facilities and arrange refreshments for events, when required.
- Adhere to best business practices and professional etiquette.
Requirements:
Bachelor's degree in Business Administration or a related field is preferred.
- 5-8 years of experience as an Administrative Secretary is preferred.
- Advanced proficiency in managing documents, spreadsheets, and databases.
- Ability to interact professionally both internally and externally on administrative matters.
- Excellent filing, recordkeeping, and organizational skills.
- Working knowledge of printers, copiers, scanners, and fax machines.
- Proficiency in appointment scheduling and call forwarding systems.
- Strong written and verbal communication skills.
- Outstanding interpersonal skills.
