Website One Muba Logistics Limited
As a Secretary, you will play a crucial role in supporting the smooth and efficient operation of our organization by providing administrative assistance and managing clerical tasks. Your responsibilities will include maintaining records, managing communication, scheduling appointments, and ensuring the overall organization of the office.
1. **Administrative Support:**
– Assist in daily administrative tasks to ensure the efficient operation of the office.
– Prepare and edit correspondence, reports, and other documents.
– Maintain organized filing systems for documents and records.
2. **Communication Management:**
– Answer and screen phone calls, take messages, and respond to inquiries.
– Manage incoming and outgoing emails and correspondence.
– Communicate effectively with internal and external stakeholders.
3. **Scheduling and Coordination:**
– Schedule appointments, meetings, and events for executives or office staff.
– Coordinate travel arrangements and accommodations as needed.
– Prepare meeting agendas and take minutes during meetings.
4. **Record Keeping:**
– Maintain accurate and up-to-date records, including contact lists and office inventory.
– Track and manage office supplies, placing orders when necessary.
5. **Data Entry:**
– Enter and update data in databases, spreadsheets, and other systems.
– Ensure accuracy and completeness of information.
6. **Visitor Management:**
– Greet and assist visitors, clients, and employees.
– Ensure a professional and welcoming atmosphere in the reception area.
– Handle sensitive information with discretion and maintain confidentiality.
8. **Technology Proficiency:**
– Utilize office software, such as word processing, spreadsheet, and presentation software.
– Familiarity with office equipment, including printers, copiers, and fax machines.
– Diploma or equivalent; additional education or training is a plus.
– Proven experience as a secretary or in a similar administrative role.
– Strong organizational and multitasking skills.
– Excellent written and verbal communication abilities.
– Proficient in Microsoft Office Suite and other relevant software.
– Attention to detail and problem-solving skills.
– Professional demeanor and strong interpersonal skills.
– Ability to work independently and collaboratively as part of a team.
– Flexibility to adapt to changing priorities and deadlines.
– Willingness to take on additional responsibilities as needed.
– Knowledge of office procedures and basic accounting principles may be advantageous.
This job description serves as a general guide and may be adjusted to meet the specific needs of the organization.