2022 Office Secretary null

The Office Secretary must be a quick professional with great time-management and multitasking abilities. He/she is expected to possess the diligence and competence in work to focus on his/her managerial responsibilities without worrying about other tasks.

The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried out timely and efficiently.

Duties and responsibilities of the Office Secretary may include, but are not limited to, the following:

• Act as the point of contact among executives, employees, clients, and other external partners
• Prepare reports, letters, emails, other important documents
• Prepare communications on the executive's behalf
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Handle confidential documents ensuring they remain secure
• Prepare documents for review and presentation by boards of directors, committees, and executives.
• Read and analyze incoming memos, and submissions, and distribute them as needed
• Answer phones, take messages and route calls to the concerned person
• Organize meetings, including scheduling, sending reminders, and organizing catering when necessary
• Attend, and accurately record and prepare the minutes of the meetings
• Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters
• Make travel arrangements for executives
• Welcome visitors and identify the purpose of their visit before directing them to the appropriate department
• Use various software, including word processing, spreadsheets, databases, presentation software, and adobe photoshop