Job Description
Job Title
Secretary
Department
Administration / Corporate Services
Reports To
Department Manager / Executive Manager / Administration Manager
Job Summary
The Secretary is responsible for providing efficient administrative and clerical support to ensure smooth daily operations. The role includes managing schedules, handling correspondence, maintaining records, coordinating meetings, preparing documents, and supporting management and departmental activities with professionalism, confidentiality, and accuracy.
Key Responsibilities
Administrative Support
- Provide comprehensive administrative support to managers and department teams.
- Manage calendars, appointments, meetings, and schedules.
- Prepare letters, reports, presentations, minutes, and other official documents.
- Handle incoming and outgoing correspondence, emails, and communications.
- Maintain organized filing systems, records, and databases.
- Arrange meetings, prepare agendas, and record meeting minutes.
- Coordinate travel arrangements, accommodation, and logistics when required.
- Monitor deadlines and follow up on assigned tasks and actions.
Office Coordination
- Manage daily office administrative activities and ensure smooth workflow.
- Coordinate with internal departments, clients, suppliers, and external stakeholders.
- Support document preparation, printing, scanning, and distribution.
- Maintain office supplies and coordinate procurement requests.
- Assist with organizing events, workshops, and departmental activities.
- Ensure confidential information is handled appropriately.
Document and Records Management
- Maintain accurate and updated electronic and physical records.
- Prepare and maintain reports, registers, and administrative documents.
- Ensure proper document control and filing procedures are followed.
- Support audits and inspections by providing required documentation.
- Manage confidential files and sensitive information securely.
Communication and Customer Support
- Receive and respond to telephone calls, emails, and visitors professionally.
- Provide information and support to employees, clients, and stakeholders.
- Coordinate communication between management and departments.
- Handle inquiries and redirect requests to appropriate personnel.
- Maintain a professional and customer-focused approach.
Reporting and Office Administration
- Prepare routine administrative reports and status updates.
- Track correspondence, approvals, and pending actions.
- Assist management with presentations, data collection, and administrative tasks.
- Support HR, finance, procurement, and operational activities as required.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a related field.
- Professional training or certification in administration is an advantage.
Experience
- Minimum of 2–5 years of experience as a Secretary, Administrative Assistant, Executive Assistant, or similar role.
- Experience supporting managers or senior executives is preferred.
- Experience in corporate, facilities management, construction, healthcare, or service industries is an advantage.
Required Skills
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Good document preparation and formatting skills.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Good coordination and follow-up abilities.
- Professional telephone and customer service skills.
- Ability to manage multiple priorities and work under pressure.
Key Performance Indicators (KPIs)
- Accuracy and timely completion of administrative tasks.
- Effective calendar and meeting management.
- Quality and accuracy of documents and reports.
- Proper maintenance of records and filing systems.
- Response time to internal and external requests.
- Confidentiality and compliance with administrative procedures.
- Stakeholder satisfaction with administrative support.
Working Conditions
- Primarily office-based environment.
- Regular interaction with management, employees, clients, and external stakeholders.
- May require flexibility to support urgent administrative requirements.
- Work involves extensive computer use, documentation, and coordination activities.
