Secretary
4 days ago
Overview
We are currently seeking a detail-oriented and organized Team Secretary to provide comprehensive support to our team. This position is essential for ensuring the smooth day-to-day operations of our department. The ideal candidate will possess excellent communication and organizational skills, with a strong background in diary management, travel arrangements, correspondence, internal communication coordination, team support, and report writing. The primary language for this role is English, and candidates must demonstrate a high level of proficiency in both written and spoken communication.
Responsibilities
- Organize and maintain documents, records, and files (including emails, reports, letters, schedules,
- forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval.
- Prepare reports, agendas, and papers for meetings.
- Assist with data entry, generating reports, and compiling information as required by the team.
- Support the team in drafting and collating pitching material.
- Assist with MS Word, PowerPoint and Excel based tasks.
- Ensure reports and outputs are adhere to formatting standards.
- Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
- Manage team diaries, scheduling appointments and arrange meetings with internal and external stakeholders, developers, agents, owners.
- Prepare precise targeted e-marketing emails.
- Liaise with internal and external accounts department to raise invoices, manage travel and expense reporting and handle other related tasks, ensuring compliance with audit regulations.
- Arrange and execute post and courier services.
- Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
- Handle computer/database (KF Database, Contacts Register, Hub).
- Maintain and up-to-date contact information in the People Search for the department.
Skills And Qualifications
- Minimum of 5 years proven experience as a secretary, or in a similar role.
- Excellent interpersonal and communications skills with fluency in English (both written and verbal).
- Strong organizational and problem-solving abilities.
- Ability to take initiative and work proactively.
- Capable of handling periods of high workload effectively.
- Exceptional attention to detail and a high level of accuracy.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Strong team player with the ability to build positive relationships.
- Flexibility, adaptability, and a co-operative attitude.
- Understanding of regional business culture and regulations.
- Software: Microsoft Office programs (Excel, PowerPoint, Outlook) with advance proficiency in MS Word, including mail merge.
- Language skills: Fluency in English, written and verbal.
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