Job 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.
- Administrative Support:
Performing data entry, managing customer files and documents, and keeping track of office supplies and inventory.
- Handling 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
Essential skills and qualifications
- 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 Age 21 years old and maximum age 28 years old
- 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