Job Summary:
The Secretary is responsible for scheduling appointments, welcoming visitors, handling correspondence, maintaining files, coordinating meetings, and providing administrative support to management or various departments. The role aims to ensure the efficient and smooth running of daily administrative operations while maintaining confidentiality of company documents and information.
Main Responsibilities:
- Answer phone calls and professionally transfer them to the concerned departments.
- Welcome visitors and clients and provide necessary assistance.
- Organize the manager's or department's schedule and appointments.
- Prepare meeting minutes and follow up on the implementation of decisions.
- Write and type correspondence, reports, and official letters.
- Manage and organize both paper and electronic files confidentially.
- Coordinate internal and external communications (email, fax, regular mail).
- Monitor office supply needs and request stationery and administrative materials.
- Collaborate with other departments to ensure smooth daily administrative operations.
- Perform any other administrative tasks assigned by management.
Required Qualifications and Skills:
- Experience: 2 to 5 years in secretarial or administrative support roles.
- Skills:
- Proficiency in computer use and Microsoft Office programs (Word, Excel, Outlook, PowerPoint)
- Strong organizational and prioritization skills
- Excellent verbal and written communication skills
- Professional appearance and etiquette in dealing with visitors and clients
- Discretion and ability to handle sensitive information
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