Secretary

Position Overview

We are seeking a highly organized and detail-oriented Secretary to support the General Manager in managing executive-level administrative tasks. This role is pivotal in ensuring smooth operational workflows, facilitating effective communication, and maintaining the confidentiality of sensitive information. The ideal candidate will possess exceptional time management skills, a proactive approach to problem-solving, and the ability to anticipate the needs of senior leadership.

Key Responsibilities

• Calendar and Schedule Management: Oversee the General Manager’s calendar, including scheduling appointments, meetings, and travel arrangements while ensuring alignment with business priorities and avoiding scheduling conflicts.
• Meeting Coordination and Documentation: Organize and coordinate internal and external meetings, prepare detailed agendas, and accurately record meeting minutes to ensure follow-up actions are documented and tracked.
• Correspondence and Communication Management: Handle confidential emails, phone calls, and official documents on behalf of the General Manager, ensuring timely responses and maintaining professional communication standards.
• Document Preparation and Reporting: Draft, edit, and proofread business documents, including reports, presentations, letters, and memos, to support executive decision-making and corporate communications.
• Stakeholder Coordination: Act as a liaison between the General Manager and internal departments, clients, and external stakeholders, facilitating seamless information exchange and relationship management.
• Travel and Logistics Coordination: Arrange business travel, including flights, accommodations, transportation, and meeting venues, while ensuring all arrangements are cost-effective and aligned with company policies.
• Record Keeping and Filing Systems: Maintain organized and secure filing systems for confidential and administrative records, ensuring compliance with data protection regulations and easy retrieval of information.
• Visitor and Request Management: Screen and prioritize visitors and requests directed to the General Manager, ensuring only relevant and urgent matters are escalated while maintaining a professional reception for all stakeholders.
• Action Item Follow-Up: Monitor and follow up on action items, deadlines, and decisions made during meetings or discussions, ensuring accountability and timely completion of tasks.
• Administrative Support: Provide comprehensive administrative support to enhance the General Manager’s productivity, including preparing management reports, coordinating logistics for events, and assisting with special projects as required.

Qualifications and Skills

Candidates should possess a minimum of 3-5 years of experience in an executive administrative role, with a proven track record of managing complex schedules and high-level correspondence. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and strong written and verbal communication skills are essential. The ability to work under pressure, multitask efficiently, and maintain strict confidentiality is critical. A bachelor’s degree in Business Administration, Communications, or a related field is preferred but not mandatory for exceptional candidates with relevant experience.