Secretariat

Secretariat personal assitant provides high-level administrative, organizational, and secretarial support to senior executives, management, or governing boardsJob Responsibilities:

• Providing secretarial support and ensuring the smooth operation of day-to-day activities in the department

• Scheduling and Organization:

  Coordinating and scheduling meetings, managing complex calendars, and preparing agendas and minutes.
  Organize and coordinate meetings, conferences, surveys, travel arrangements, internal and external events.

• Minutes and record-keeping: Attend meetings to accurately record the discussions, decisions, and action items. The secretariat then prepares, distributes, and files the official minutes of the meeting.

• Diary & Inbox Management: Managing complex schedules, arranging appointments, and screening emails/calls.

• Meeting Support: Scheduling meetings, booking rooms, preparing agendas, taking minutes, and following up on action points.

• Travel Arrangements: Booking flights, accommodation, and managing travel itineraries.

• Liaison & Communication: Acting as the first point of contact for stakeholders, including staff, clients, and board members.

• Administrative Support Efficiency:

  Performing data entry, managing customer files and documents, and keeping track of office supplies and inventory. ImplementingHandling multiple tasks and completing them on time

• Prepare and manage correspondence, including filling, incoming/outgoing mail, reports documents, and other materials

• Document control and maintaining the filing system

• Visitor and Client Assistance:

  Greeting and assisting visitors and clients, and acting as a professional first point of contact for the organization. 

• Office Procedures:

  Assisting with the implementation of new administrative systems and procedures to improve office efficient, skilled in microsoft office. 

• Executive Support:

  Providing direct administrative support to executives, including market research and data analysis

• Policy implementation: Assist in the development and implementation of organizational policies and procedures to ensure compliance with legal and regulatory standards.

• Governance advisory: For more senior roles, a secretariat may advise the board on best practices for governance and ensure the organization adheres to its own rules and articles of association.

• Resource and budget management: Monitor the secretariat's budget and resources. In some cases, this can involve tracking and processing expenses for board members or the executive team.

• Processing and reconciling expenses

• Speaking English is a must

Essential skills and qualifications

• Experience: Proven experience in administrative or secretarial roles, often with 3+ years required for senior roles.Excellent communication: Strong written and verbal communication skills are crucial for handling correspondence and drafting clear, professional documents.

• Organizational abilities: The ability to effectively manage complex schedules, track important deadlines, and maintain meticulous records is vital for keeping an organization running smoothly.

• Discretion: The role involves handling confidential and sensitive information, requiring a high level of integrity and discretion.

• Attention to detail: A sharp eye for accuracy ensures that all documents, including meeting minutes and financial reports, are free of errors.

• Proficiency with technology: Experience with office software (like Microsoft Office or Google Workspace) and digital platforms for document management and collaboration is necessary.

• Education and experience: While a high school diploma is a minimum requirement, many employers prefer candidates with a degree in business administration or several years of experience in an administrative or secretarial role

Requirements:

• Minimum Diploma majoring in Secretarial, Public Administration or any other related major from secretarial school and Fresh Graduate Wellcome.

• Preferred minimum 3 years of working experience as a secretary and administrative assistant will be top point

• Proficient with Microsoft Office

• Speak English is a must

• Beauty enthusiast

• A team player who has a high level of responsibility and discipline