Secretary

Job Purpose

Implementing plans and instructions, organizing and managing the affairs of the Administration Office, and assisting the General Manager in routine work.

Job Responsibilities

• Manage General Manager’s calendar schedule with an objective to arrange for meetings, conferences, teleconferences, and travel to enable the GM to function effectively…..
• Prepare minutes of meetings for the General Manager and to circulate to all the participants as well as develop a mechanism to track the activities as per the agreed timeline to provide update to the GM….
• Draft/compose/route correspondences and memos on behalf of the General Manager and follow up with respective recipients for effective implementation...
• Ensure timely filing important correspondence in a systematic manner in order to retrieve the same quickly as and when it is required
• Support, coordinate with other department to obtain the periodic reports on a periodic and timely manner to provide the required update to the GM or to circulate to the relevant departments as required by GM or the business.
• Check correspondence, minutes and reports, and following up on their implementation.
• Check frequently the levels of office supplies and place appropriate orders to ensure availability at all times……
• Update leave planner for all the direct reporteess of the GM and ensure that there are no overlap which impact the routine work or the business needs. 
• Implement the instructions and directives issued by GM related to managing the office and its affairs
• Manage responses to correspondence containing routine inquiries
• Coordinate with internal and external parties regarding the reports and documents required by GM and follow up on the implementation of joint work requirements
• Monitor and define the appropriate action for all incoming correspondence, calls and visitors;
• Liaise and maintain channels of communication between GM’s office and all other external and external parties
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Manage and control the activities reception by not allowing unmanned situation
• Supervise the work of reception staff. Mentor and coach in order to improve their customer service skills
   

Job Requirements

Qualifications:

• Higher Secondary, diploma
• Any secretarial certification would be added advantage

Experience:

• 5 years of experience in the same field

Knowledge & Skills:
Clerical:- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology
English Language — Knowledge of the English language including the meaning and spelling of words, rules of composition, and grammar, etc.
Customer and Personal Service:-  Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Time Management:- Managing one's own time and the time of others.
Active Listening:- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Service Orientation:- Actively looking for ways to help people
Writing:- Communicating effectively in writing as appropriate for the needs of the audience
Computer Skills:- Proficient in MS Office (word, excel, PowerPoint), outlook, etc.