• A secretary provides administrative support to ensure efficient operation of an office or department. They assist managers and employees through a variety of tasks related to organization, communication, and documentation. The secretary is responsible for confidential and time-sensitive material and must be familiar with a variety of office practices and procedures.

Roles and Responsibilities:

Administrative Support:

• Answer and direct phone calls in a professional manner.
• Organize and schedule appointments and meetings.
• Maintain contact lists and calendars.
• Prepare and distribute correspondence, memos, and forms.

Documentation and Record Keeping:

• Create and maintain filing systems, both electronic and physical.
• Handle confidential information with discretion.
• Prepare reports and presentations as assigned.
• Draft meeting agendas, take minutes, and distribute them accordingly.

Communication:

• Serve as the point of contact between executives, employees, clients, and other external partners.
• Handle incoming and outgoing correspondence (emails, letters, packages).
• Welcome and assist visitors to the office.

Office Management:

• Order office supplies and research new deals and suppliers.
• Monitor levels of supplies and handle shortages.
• Ensure office equipment is properly maintained and serviced.

Financial and Clerical Duties (if applicable):

• Assist in bookkeeping duties (e.g., invoicing, petty cash management).
• Process expense reports and assist with budgeting.

Skills and Qualifications:

• Proven work experience as a secretary or administrative assistant.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Ability to multitask and prioritize daily workload.
• High degree of professionalism and confidentiality.