Office Secretary

Job Summary

We are seeking a highly organized and proactive Office Secretary with strong project management, operations, and administrative skills to support the smooth functioning of the office for our Client.
The ideal candidate will play a crucial role in managing day-to-day operations, coordinating projects, and ensuring effective communication between different departments.
This role requires excellent multitasking abilities, attention to detail, and a solid foundation in office management practices.

Key Responsibilities
Administrative Support:
♦️Serve as the primary point of contact for office communications, including managing phone calls, emails, and correspondence.
♦️Schedule meetings, appointments, and manage calendars for senior management.
Maintain office supplies and equipment, and ensure the office is well-organized.
♦️Prepare, edit, and format documents, reports, presentations, and other materials as needed.
♦️Handle confidential information with integrity and discretion.

Project Management:
♦️Assist in planning, coordinating, and tracking the progress of various projects across departments.
♦️Manage project timelines, milestones, and deliverables to ensure timely execution.
Organize and maintain project documentation, ensuring accessibility and accuracy.
♦️Facilitate communication between project stakeholders, track project updates, and follow up on action items.
♦️Assist with resource allocation and task prioritization to meet project objectives.

Operations Management:
♦️Oversee the day-to-day operations of the office, ensuring smooth and efficient functioning.
♦️Coordinate logistics for events, meetings, and company-wide activities.
♦️Assist in implementing and maintaining operational policies and procedures.
♦️Support procurement processes, including managing vendor relationships and negotiating contracts.
♦️Track office expenses and assist with budgeting and financial reporting.
Ensure compliance with company policies and safety regulations.
♦️Communication & Coordination:
♦️Serve as the liaison between departments to ensure clear communication and coordination.
♦️Prepare meeting agendas, take minutes, and distribute them to relevant stakeholders.
Follow up on pending tasks, deadlines, and deliverables with the team and external partners.
♦️Assist in preparing and organizing internal and external presentations and reports.

Qualifications
♦️Bachelor’s Degree in Business Administration, Office Management, or a related field (preferred).
♦️Proven experience in an administrative or office secretary role with project management and operations exposure.
♦️Strong organizational and multitasking abilities with attention to detail.
♦️Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools
♦️Excellent written and verbal communication skills.
♦️Ability to prioritize tasks, work independently, and meet deadlines in a fast-paced environment.
♦️Experience in managing budgets, contracts, and vendor relationships is a plus.