Job Position: Senior Secretary

Job Summary:

We are looking for a Senior Secretary who provides comprehensive administrative and secretarial support to ensure the smooth and efficient functioning of office operations and project activities. The position holder is responsible for coordinating meetings and events, preparing and managing documents, maintaining accurate records, scheduling appointments, and assisting in various administrative and financial tasks. The Senior Secretary acts as a central communication link within the department, ensuring effective workflow, professionalism, and adherence to organizational policies and procedures.

Duties and Responsibilities

• Provide high-level secretarial and administrative assistance to the assigned supervisor or department;
• Prepare, edit, and format correspondence, reports, minutes, agendas, and other official documents;
• Handle incoming and outgoing communications, ensuring timely dissemination and follow-up;
• Coordinate meetings, workshops, seminars, and travel arrangements, including venue booking, logistics, and materials preparation;
• Maintain and update the department’s calendar, appointments, and schedules;
• Ensure effective communication of meeting outcomes and follow-up actions;
• Maintain accurate filing systems and ensure confidentiality of sensitive information;
• Keep up-to-date records of meetings, memos, and administrative files in line with organizational standards;
• Compile data and maintain reference materials for reports, budgets, and procurement activities;
• Ensure the availability and proper utilization of office supplies, stationery, and equipment;
• Coordinate with procurement or support services to replenish materials as needed;
• Support daily office operations and assist with administrative problem-solving;
• Compile and verify data from purchase orders, expense reports, and other administrative sources;
• Provide logistical support for travel, accommodation, and event organization;
• Perform any additional tasks assigned by the supervisor to ensure smooth departmental operations.

Requirements

Academic qualification 

• Bachelor’s degree in Office Administration, Business Management or other related fields

Additional qualifications 

• Proficiency in English, both writing and speaking is essential;
• Excellent interpersonal communication skill;
• Self-motivated, and result-oriented attitude;
• Strong organizational and coordination skills;
• Problem-solving and well-organized;
• Strong attention to detail, discretion, and professionalism;
• Ability to work independently and as part of a team

Years of experience: 

• Minimum of 3 years of relevant experience in secretarial or administrative roles, preferably in a busy office or project environment.

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