Secretary

As a Secretary you will assume the duty of clerical and administrative support in order to optimize workflow procedures in the office. You will assist colleagues and executives by supporting them with planning and distributing information. You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.

Responsibilities

  • Answer phone calls and redirect them as necessary
  • Creating daily schedules, updating and coordinating schedules daily
  • Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
  • Prepare and disseminate correspondence, memos and forms
  • File and update contact information of employees, customers, suppliers and external partners
  • Support and facilitate the completion of regular reports
  • Develop and maintain a filing system
  • Check frequently the levels of office supplies and place appropriate orders
  • Make travel arrangements
  • Document expenses and hand in reports
  • Undertake occasional receptionist duties
  • Assisting with the News Letter
  • Updating social media including but not limited to the website, Facebook page and Instagram
  • Working alongside the Accountant, Administrators and the team
  • Send out Monthly Newsletters and assist with communications with the student base
  • Be familiar with operational policies
  • Take minutes at all meetings
  • All staff are to accept reasonable flexibility in working arrangements and the allocation of duties including those normally allocated to other team members, in pursuance of raising achievement and affective team working

Requirements

  • Proven experience as a secretary or administrative assistant
  • Familiar with office organization and optimization techniques
  • High degree of multi-tasking and time management capability
  • Excellent written and verbal communication skills
  • Integrity and professionalism
  • Proficiency in MS Office, Excel, Power Point
  • 4 CXC certificates at a passing grade including English Language
  • Highly organised and excellent at coordinating and updating daily and hourly schedules
  • A Private Secretary’s Certificate or equivalent
  • A privately owned vehicle would be an asset