Secretary job at Office Of The Prime Minister | Apply Now

Administrative Support:

• Clerical Tasks: Performing general clerical duties such as typing, filing, photocopying, faxing, and mailing.

• Document Management: Creating, maintaining, and organizing files, records, and documents.

• Data Entry: Accurately entering data into computer systems and databases.

Communication:

• Answering Phones: Answering, screening, and directing phone calls to the appropriate staff members.

• Correspondence: Drafting, proofreading, and managing incoming and outgoing correspondence, including emails, letters, and memos.

• Greeting Visitors: Welcoming and directing visitors, ensuring they are attended to promptly and courteously.

Scheduling and Coordination:

• Appointment Scheduling: Scheduling and coordinating meetings, appointments, and events for executives and staff.

• Calendar Management: Managing and updating calendars, ensuring there are no scheduling conflicts.

• Meeting Preparation: Preparing agendas, minutes, and materials for meetings, as well as setting up meeting rooms and arranging equipment.

Travel Arrangements:

• Travel Coordination: Making travel arrangements for executives and staff, including booking flights, hotels, and transportation.

• Itinerary Preparation: Preparing detailed travel itineraries and ensuring all travel documents are in order.

Office Management:

• Supply Management: Monitoring and maintaining office supplies inventory, and placing orders when necessary.

• Equipment Maintenance: Ensuring office equipment is functioning properly and arranging for repairs as needed.

• Organizational Tasks: Keeping the office environment organized and presentable.

Support to Executives:

• Executive Assistance: Providing direct administrative support to senior executives, including managing their schedules and communications.

• Confidential Tasks: Handling confidential and sensitive information with discretion and maintaining confidentiality.

Documentation and Reporting:

• Report Preparation: Preparing reports, presentations, and other documents as required.

• Record Keeping: Maintaining accurate records of meetings, decisions, and other important activities.

• Data Management: Organizing and managing electronic and physical documents and ensuring they are easily accessible.

Customer Service:

• Client Interaction: Interacting with clients and stakeholders, addressing inquiries, and providing information as needed.

• Problem Resolution: Handling customer complaints and resolving issues in a professional manner.

Project Assistance:

• Special Projects: Assisting with special projects and tasks as assigned by supervisors or executives.

• Research: Conducting research and gathering information to support project activities and decision-making.

Financial Tasks:

• Expense Reporting: Assisting in the preparation and submission of expense reports.

• Billing Support: Handling billing and invoicing tasks as required.