1.Purpose of the PositionThe Secretary will play a crucial role in providing comprehensive administrative and secretarial support to GM. This position requires excellent organizational skills, strong communication abilities, and the capacity to handle multiple tasks efficiently in a fast - paced work environment. The ideal candidate will be proactive, reliable, and able to maintain a high level of confidentiality while ensuring the smooth flow of information and operations within the team. 2.Main TasksCalendar Management?Coordinate and manage the supervisor's daily, weekly, and monthly calendars, including scheduling meetings, appointments, and travel arrangements (flights, hotels, transportation, etc.).?Send timely reminders for upcoming meetings and events to ensure the supervisor's punctuality.??Reschedule meetings as needed due to changes in priorities or unforeseen circumstances, and communicate the changes to all relevant parties ****ly.Communication Support?Answer and screen incoming calls, take detailed messages, and redirect calls to the appropriate person as required.?Manage email correspondence on behalf of the supervisor, including drafting, editing, and sending emails, as well as organizing and filing email threads for easy reference.?Prepare and distribute meeting agendas, minutes, and other relevant documents to meeting participants before and after meetings.?Facilitate effective communication between the supervisor, internal departments, external clients, and business partners.Document Preparation and Management?Prepare, edit, format, and proofread various documents, such as reports, memos, letters, presentations, contracts, and meeting minutes, ensuring accuracy, clarity, and compliance with company standards.?Manage the filing system (both physical and electronic) to ensure that documents are stored, organized, and retrieved efficiently.?Assist in the preparation and compilation of data and information for reports, presentations, and other business - related materials.?Ensure the confidentiality and security of sensitive documents and information at all times.?Meeting Coordination and Support?Coordinate all aspects of meetings, including booking meeting rooms, arranging for necessary equipment (projectors, microphones, etc.), preparing meeting materials, and catering (if required).?Attend meetings as needed, take detailed minutes, and distribute the minutes to participants within a specified time****.?Follow up on **** items from meetings to ensure that tasks are completed on time and provide updates to the supervisor. Administrative Assistance?Assist in the preparation and processing of expense reports, invoices, and other financial documents, ensuring compliance with company policies and procedures.?Order and maintain office supplies, monitor inventory levels, and coordinate with vendors for the timely delivery of supplies.?Handle incoming and outgoing mail, packages, and courier services, ensuring that they are distributed or dispatched ****ly.?Provide general administrative support to other team members as needed, such as photocopying, scanning, and faxing documents.Other Duties?Perform other related administrative and secretarial tasks as assigned by the supervisor from time to time.?Stay updated on company policies, procedures, and industry trends to provide effective support. 3.Competencies 4.Requirements Profile?At least bachelor's degree in Business Administration, Secretarial Science, English, or a related field is preferred. A high school diploma or equivalent with relevant work experience will also be considered.?At least 3 - 5 years of relevant secretarial or administrative experience, preferably in a MNC environment.?Experience in calendar management, meeting coordination, and document preparation is essential.?Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office software.?Familiarity with office equipment such as printers, scanners, copiers, and video conferencing tools.?Basic knowledge of electronic filing systems and document management software is an advantage.?Excellent written and verbal communication skills in English. Proficiency in [other relevant languages, if applicable] is a plus.?Ability to communicate clearly, professionally, and effectively with people at all levels of the organization and external stakeholders.?Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and handle multiple projects simultaneously.?High level of attention to detail and accuracy in all work activities.?Proactive, self - motivated, and able to work independently with minimal supervision.?Excellent interpersonal skills and the ability to build and maintain positive working relationships.?Strict adherence to confidentiality and ethical standards.?Flexibility and adaptability to handle changes in work priorities and environments.
