Secretary
Job Description Template

Job Overview

Our administrative department is looking for an enthusiastic and efficient Secretary to join us on a full-time basis. You will be responsible for managing day-to-day activities and agendas of the senior management. Also, you will be scheduling appointments, booking flights, and making other travel arrangements whenever required.

Your other responsibilities include generating reports, preparing memos, and updating data in the filing system. Besides, you will be negotiating with vendors and processing pending payments. You should also be able to track office expenses and maintain a receipt of the same.

As part of your job role, you should also review and place orders for office supplies. You will also assist in maintaining an accurate record of staff members and employees. In addition to this, you should have excellent multitasking skills and the ability to prioritize and assign urgent tasks. Having strong communication and negotiation skills will prove to be an advantage. 

If you can provide necessary clerical and administrative support to our department, then do get in touch with us. We would love to hear from you. 

Responsibilities

• Greeting visitors and responding to telephone queries

• Preparing and managing agendas and event calendars

• Scheduling appointments and meetings

• Creating memos and reports

• Maintaining and updating contact details of employees, staff members, and vendors

• Regularly updating the filing system

• Reviewing and ordering office supplies 

• Making travel arrangements for the senior management

• Monitoring assigned office budget and expenses

• Prioritizing and assigning urgent workloads to the respective department

• Analyzing and processing bill payments and invoices to the Accounting department

• Developing, updating, and implementing office procedures and protocols

• Taking photocopies and printouts of important documents

• Assisting in setting up repairs/maintenance appointments for office equipment

Requirements

• Bachelor’s degree in Business Administration or a related field

• 2-3 years of experience as a Secretary, Administrative Assistant, Administrative Coordinator in the Administrative department 

• Basic understanding of accounting and bookkeeping principles

• Proficiency in Microsoft Office Tools

• Excellent time management and organizational skills

• Ability to multitask and prioritize tasks

• Good communication and interpersonal skills

• Ability to work independently and collaboratively

• Detail-oriented and highly reliable individual 

• Possessing strong negotiation skills