Secretary

Role Overview

We are seeking a highly organized and detail-oriented Secretary to join our Head Office team. In this pivotal administrative role, you will serve as the backbone of our office operations, ensuring seamless communication, efficient document management, and meticulous coordination across departments. The ideal candidate will possess strong interpersonal skills, a proactive approach to problem-solving, and the ability to multitask in a fast-paced corporate environment.

Key Responsibilities

• Correspondence Management: Oversee all incoming and outgoing communications, including emails, letters, and phone calls, ensuring timely and accurate responses. Maintain professionalism and discretion in all interactions.
• Document Preparation & Distribution: Draft, format, and distribute a variety of documents, such as reports, letters, presentations, and memos, with a keen eye for detail and adherence to company branding guidelines.
• Calendar & Meeting Coordination: Manage executives’ schedules by scheduling meetings, appointments, and travel arrangements. Prepare detailed agendas, coordinate logistics, and record comprehensive meeting minutes to facilitate follow-up actions.
• Filing & Records Management: Organize, maintain, and update both electronic and hard-copy filing systems to ensure easy retrieval of critical documents. Implement and adhere to document control procedures for compliance and efficiency.
• Cross-Departmental Collaboration: Act as a liaison between internal teams and external stakeholders, facilitating smooth administrative workflows and resolving inquiries with professionalism.
• Task Tracking & Follow-Up: Monitor pending actions, deadlines, and assigned tasks to ensure timely completion. Proactively follow up on outstanding items to support operational continuity.
• Administrative Support: Assist in compiling departmental reports, presentations, and other documentation as required. Coordinate office supplies and administrative resources to meet departmental needs.
• Confidentiality & Compliance: Uphold the highest standards of confidentiality regarding sensitive company information and proprietary documents. Ensure strict adherence to company policies and regulatory requirements.
• Additional Duties: Perform any other administrative tasks as delegated by the Department Manager to support the overall efficiency of the office.

Qualifications & Skills

To excel in this role, candidates should have:

• 1-2 years of relevant administrative or secretarial experience in a corporate setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and email management systems.
• Exceptional organizational, time-management, and multitasking abilities.
• Strong written and verbal communication skills, with a focus on clarity and professionalism.
• Discretion and integrity when handling confidential information.
• A proactive mindset with the ability to anticipate needs and take initiative.