Office Secretary

Job Description:

We are looking for a highly organized and detail-oriented Office Secretary to manage our day-to-day administrative operations. In this role, you will act as the face of the company for visitors and serve as the core communication link between staff, management, and clients. Your ultimate goal is to optimize office workflow, maintain impeccable records, and ensure a smooth, professional environment for everyone.

Key Responsibilities

Communication Management:

Answer and redirect phone calls, respond to emails, and handle incoming/outgoing mail distributions.
Scheduling & Calendaring: Manage the daily/weekly office calendar, schedule client appointments, and book meeting venues.

Visitor Hospitality:

Greet clients, vendors, and guests upon arrival, ascertain their needs, and direct them to the appropriate person.
Documentation & Reporting: Draft, format, and proofread professional correspondence, memos, invoices, and regular status reports.

Meeting Support:

Organize internal and external meetings, prepare distributed materials, and record accurate meeting minutes.
Records Maintenance: Establish and maintain secure, highly organized physical and digital filing systems.
Inventory Control: Frequently monitor office supply levels (e.g., stationery, kitchen essentials) and place replenishment orders.

Travel Logistics:

Coordinate travel itineraries, book flights and accommodations, and process expense reports for leadership.
General Clerical Support: Perform routine data entry, distribute corporate materials, and assist HR with basic onboarding documentation.

Requirements & Qualifications
Experience:

Proven experience working as an Office Secretary, Administrative Assistant, or a similar customer-facing role.

Education:

High school diploma or equivalent required; an Associate degree in business administration is a plus.

Technical Software Proficiency:

Advanced skill level in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools.

Communication Skills:

Exceptional verbal and written communication skills with strict adherence to professional email and phone etiquette.
Organization: Top-tier time-management skills with a demonstrated capability to prioritize tasks and multitask under minimal supervision.

Discretion:

High level of integrity and the ability to maintain absolute confidentiality when handling sensitive or proprietary business information.

Equipment Knowledge:

Familiarity with basic office machinery, including multi-line phone networks, scanners, and high-volume copiers.

Tagged as: 13100