Secretary

Position Title

Secretary

Job Purpose

To provide comprehensive secretarial, administrative, and coordination support to senior management, ensuring efficient office operations, effective communication, seamless scheduling, and professional stakeholder engagement while maintaining the highest standards of confidentiality and organizational effectiveness.

Key Roles & Responsibilities

Secretarial & Administrative Support

• Provide dedicated secretarial and administrative support to senior management.
• Manage calendars, appointments, schedules, and meeting priorities to ensure optimal time utilization.
• Coordinate meetings, conferences, and discussions, including agenda preparation, room bookings, logistics.
• Draft, review, and manage correspondence, emails, presentations, and other official documents as required.
• Screen and manage incoming calls, emails, and communications, ensuring timely responses and escalation where necessary.
• Maintain records, files, and documents in an organized and accessible manner.

Coordination & Stakeholder Management

• Follow up with internal and external stakeholders on action items, commitments, and key deliverables.
• Act as a point of contact between senior management and various departments, customers, vendors, and external agencies.
• Facilitate smooth communication and coordination across teams to ensure timely completion of assigned tasks.

Travel & Logistics Management

• Coordinate domestic and international travel arrangements, including flight bookings, accommodation, visas (where applicable), local transportation, and travel itineraries.
• Ensure travel plans are cost-effective, efficient, and aligned with business requirements.
• Support travel-related documentation, reimbursements, and claims processing.

Office Administration

• Ensure smooth day-to-day office administration and operational support.
• Coordinate office resources, meeting facilities, and administrative requirements to support business activities.
• Monitor and manage office supplies and administrative services as required.
• Support the organization of events, visits, leadership interactions, and official engagements.

Confidentiality & Professional Standards

• Handle sensitive information with absolute confidentiality and discretion.
• Maintain professionalism in all interactions and represent the office of senior management with maturity and integrity.
• Ensure compliance with organizational policies, procedures, and administrative protocols.

Key Competencies

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• High degree of discretion, integrity, and confidentiality.
• Strong coordination and stakeholder management skills.
• Proficiency in MS Office applications and digital collaboration tools.
• Ability to multitask, prioritize effectively, and work under tight timelines.
• Attention to detail and commitment to accuracy.