Job Brief
The Office Secretary plays a crucial role in ensuring the smooth operation of daily administrative functions within an office environment. This position involves performing various tasks, including drafting correspondence, scheduling appointments, and maintaining organized paper and electronic filing systems. The ideal candidate will possess strong organizational skills, attention to detail, and effective communication abilities to provide accurate information to callers and support overall office efficiency.
Responsibilities
- Draft and edit correspondence, reports, and other documents with high attention to detail.
- Schedule and coordinate appointments, meetings, and travel arrangements for staff.
- Organize and maintain both paper and electronic filing systems for easy retrieval of information.
- Answer phone calls and provide information to callers, directing inquiries to the appropriate personnel.
- Assist in the preparation of meeting agendas and take minutes during meetings.
- Manage office supplies inventory, placing orders as necessary to ensure availability.
- Support other administrative staff in daily tasks and special projects as needed.
- Maintain confidentiality of sensitive information and uphold office policies.
Requirements
- High school diploma or equivalent; additional education in office administration is a plus.
- Proven experience as an office secretary or in a similar administrative role.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent verbal and written communication skills.
- Familiarity with basic accounting principles is advantageous.
- Ability to maintain professionalism and confidentiality at all times.
- Strong problem-solving skills and attention to detail.
Similar Job Titles
- Administrative Assistant
- Office Administrator
- Receptionist
- Office Coordinator
- Executive Assistant
- Clerical Assistant
- Data Entry Clerk
- Front Desk Coordinator
