Office Secretary

We are seeking a highly organized and proactive Office Secretary to support daily administrative and operational functions. The ideal candidate will act as the first point of contact for the organization, ensuring smooth office operations through effective communication, documentation, scheduling, and coordination support. This role requires strong organizational skills, attention to detail, and proficiency in MS Office tools.

Key Responsibilities

1. Administrative Support

• Manage daily office operations and administrative tasks
• Maintain calendars, schedule meetings, and coordinate appointments
• Draft, edit, and format letters, reports, memos, and presentations
• Assist senior management with daily tasks, follow-ups, and coordination
• Handle confidential information with professionalism and discretion

2. Reception & Communication

• Greet and assist visitors professionally
• Answer, screen, and direct incoming phone calls and emails
• Manage internal and external correspondence effectively
• Ensure clear communication between departments and stakeholders

3. Documentation & Records Management

• Maintain organized physical and digital filing systems
• Update records, databases, and office documentation regularly
• Prepare meeting agendas and accurately record Minutes of Meeting (MOM)

4. Office Coordination & Logistics

• Manage office supplies and place orders when necessary
• Coordinate travel arrangements, bookings, and logistics
• Book meeting rooms and ensure meeting setup requirements
• Support event planning and internal office activities

5. Financial & Administrative Records (if applicable)

• Assist in maintaining basic expense records and invoices
• Support payroll, billing coordination, or financial documentation
• Track office expenses and support budget monitoring

• Bachelor’s degree in Business Administration, Management, or a related field
• Minimum 3 years of experience in an administrative or clerical role preferred
• Experience in client-facing or professional communication roles
• Strong proficiency in MS Office (Word, Excel, PowerPoint)
• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities
• High attention to detail and ability to manage confidential data
• Professional attitude with strong time-management skills

Key Attributes

• Responsible and reliable
• Detail-oriented and proactive
• Strong interpersonal and coordination skills
• Ability to work under pressure and manage multiple tasks efficiently