Secretary / Executive Assistant

Role Overview

This position involves managing diverse office responsibilities to ensure efficient daily operations. The role requires meticulous handling of administrative tasks including organizing files and correspondence, coordinating schedules, and maintaining communication with staff, clients, and vendors.

Office Management Duties

• Oversee the routine office activities and administrative functions.
• Organize and maintain physical and digital files, records, and documents systematically.
• Manage incoming and outgoing communications such as emails and telephone calls.
• Arrange meetings and appointments, and manage office calendars effectively.
• Collaborate with staff members, clients, and suppliers to facilitate smooth office workflows.
• Draft official documents including reports, letters, and invoices.

Computer Skills and Data Handling

• Execute fast and accurate data entry tasks.
• Expertly utilize MS Office tools including Word, Excel, PowerPoint, and Outlook.
• Create spreadsheets, reports, presentations, and maintain databases accurately.
• Manage scanning, printing, copying tasks and digital record keeping.
• Handle emails, perform internet research, and maintain online documentation.
• Ensure the confidentiality and proper maintenance of electronic files.

Back Office Support

• Process and verify various business documents and maintain necessary records.
• Update and manage customer, employee, and inventory databases regularly.
• Provide administrative support to front office and management teams.
• Generate Management Information System (MIS) reports and keep daily records current.
• Coordinate effectively across departments to manage workflows.
• Assist in tasks related to billing, purchase orders, and document maintenance.
• Guarantee prompt completion of documentation and office assignments while adhering to company policies.

Additional Information

This role demands accuracy, organizational prowess, and strict adherence to company policies to maintain efficiency and effectiveness in office operations.