Secretary  Full Time

Your responsibilities:

• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Make travel arrangements for executives.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Compile, transcribe, and distribute minutes of meetings.
• Manage and maintain executives’ schedules.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Set up and oversee administrative policies and procedures for offices and/or organizations.
• Supervise and train other clerical staff.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Interpret administrative and operating policies and procedures for employees.

To succeed in this role, you should have the following skills and experience:

• Relevant experience performing a variety of administrative support functions.
• Computer skills including ability to operate MS Office and other word processing programs at a highly proficient level.
• Knowledge in Oracle system is an advantage.
• Experience in project coordination, correspondences, etc.

Language:

• Communication proficiency in English – verbal and written

Skills and Competencies:

• Professionalism with pleasing personality
• Respectful and courteous
• Excellent communication skills (verbal & listening)
• Good writing skills
• Analytical and problem solving skills
• Trustworthy
• Stress resilience
• Time Management, Planning & Organizing.