About the job
Join Our Team as an Administrative Secretary
We are seeking skilled secretaries to support our institute. Your primary responsibilities will include word processing, audio and copy typing, composing letters, managing telephone and email inquiries, organizing and maintaining filing systems, scheduling appointments, and coordinating travel arrangements for staff.
Depending on the specific needs of our institute, your role may also encompass:
- Utilizing various software applications, including Microsoft Word, Outlook, PowerPoint, Excel, and Access, to generate correspondence and documents, as well as manage presentations, records, spreadsheets, and databases.
- Developing and maintaining effective office systems and procedures.
- Booking meeting rooms and conference facilities.
- Employing content management systems to update and maintain websites and internal databases.
- Participating in meetings, taking minutes, and preparing notes.
- Overseeing budget management and invoicing.
- Collaborating with colleagues across departments and liaising with external contacts.
- Ordering and managing office supplies and equipment.
- Sorting and distributing incoming mail and preparing outgoing correspondence.
- Coordinating travel and accommodation arrangements for staff.
- Organizing and archiving paperwork, documents, and digital information.
- Photocopying and printing various documents, occasionally on behalf of team members.
Additional responsibilities may include:
- Recruiting, training, and supervising junior staff while delegating tasks as needed.
- Analyzing and manipulating statistical data.
- Arranging both internal and external events.