Secretary

Position Overview

We are seeking a highly organized and detail-oriented Secretary to provide comprehensive administrative and coordination support to the Quality & Safety Department. The ideal candidate will ensure the smooth and efficient operation of daily activities while maintaining meticulous documentation and facilitating seamless communication across teams. This role is critical in supporting compliance, audit readiness, and operational excellence within the organization.

Key Responsibilities

The Secretary will play a pivotal role in maintaining the administrative backbone of the Quality & Safety Department. Core responsibilities include:

• Administrative Coordination: Manage daily administrative tasks such as scheduling meetings, appointments, and correspondence to ensure optimal workflow and time management.
• Document Management: Maintain, organize, and control Quality & Safety documents, records, registers, and tracking systems with a focus on accuracy, version control, and confidentiality.
• Meeting Support: Prepare detailed meeting agendas, record comprehensive minutes, track action items, and follow up with stakeholders to ensure accountability and progress.
• Reporting & Documentation: Assist in compiling weekly and monthly Quality & Safety reports, dashboards, and presentations to support data-driven decision-making and regulatory compliance.
• Compliance Tracking: Maintain and update inspection, audit, incident, corrective action, and training trackers to ensure adherence to internal and external standards.
• Cross-Functional Collaboration: Act as a liaison between the Quality & Safety Department and other teams, including HSE, HR, Operations, and project/site teams, to streamline administrative and documentation requirements.
• Audit Support: Facilitate internal and external audits by organizing, retrieving, and submitting required documentation in a timely and accurate manner.
• Training & Certification Management: Oversee the maintenance of employee training records, certifications, inductions, and competency documentation to ensure compliance with organizational and regulatory standards.
• Technical Proficiency: Utilize advanced skills in Microsoft Office Suite—including Word, Excel, Outlook, and PowerPoint—to prepare reports, presentations, and administrative documents with precision and professionalism.
• Quality Assurance: Ensure the accuracy, proper filing, and timely completion of all administrative and documentation tasks to uphold the department’s operational integrity.

Qualifications & Experience

To excel in this role, candidates must meet the following criteria:

• A Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field.
• A minimum of 3–5 years of professional experience in a Secretarial, Coordination, Document Control, or Administrative Assistant capacity.
• Fluency in English, both written and spoken, with exceptional communication and interpersonal skills.
• Strong organizational abilities, attention to detail, and the capacity to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office Suite and familiarity with document management systems are highly desirable.

Why Join Us?

As a Secretary in our Quality & Safety Department, you will have the opportunity to contribute to critical operational processes that drive compliance, safety, and excellence. This role offers a dynamic work environment, professional growth opportunities, and the satisfaction of playing a key role in maintaining the organization’s high standards. If you are a proactive, detail-oriented professional with a passion for administrative excellence, we encourage you to apply and become an integral part of our team.