Job Description
Position Overview:
The Secretary provides administrative and clerical support to ensure the smooth operation of the organization, department, or executive office. This role involves managing correspondence, organizing meetings, maintaining records, and facilitating effective communication within and outside the organization.
Key Responsibilities:
• Administrative Support
• Prepare, edit, and distribute correspondence, reports, and meeting documents.
• Maintain filing systems (both digital and physical) and ensure records are up to date.
• Manage office supplies and liaise with suppliers when necessary.
• Meeting Coordination
• Schedule and organize meetings, appointments, and travel arrangements.
• Prepare agendas, take minutes, and distribute meeting notes promptly.
• Track follow-up actions and ensure deadlines are met.
• Communication Management
• Act as a point of contact for internal and external inquiries.
• Handle incoming and outgoing communications (emails, phone calls, and mail).
• Maintain professional and confidential relationships with stakeholders.
• Record Keeping
• Maintain accurate records of official documents, policies, and correspondence.
• Support compliance with legal and organizational documentation requirements.
• Support to Management
• Assist senior managers or executives in scheduling, correspondence, and document preparation.
• Provide logistical and administrative support for events and projects.
Skills and Competencies:
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent tools.
• Attention to detail and ability to handle confidential information.
• Ability to multitask and work independently or as part of a team.
Qualifications:
• High school diploma or equivalent; a diploma or degree in administration or related field preferred.
• Proven experience in an administrative or secretarial role (1–3 years minimum).
• Knowledge of office management systems and procedures.
Reports To:
CEO, Managing Director, Office Manager, or Department Head
