Required Skills

Communication skills, Pleasant Personality, Client Relationships

Job Description

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

Job Specification

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