Key Responsibilities

• Coordinate and schedule meetings, appointments, and events, ensuring all logistical details are managed efficiently and participants are well-informed.
• Oversee contract management processes, including drafting, reviewing, tracking, and archiving contracts, while ensuring compliance with organizational policies and legal requirements.
• Facilitate payment coordination by preparing payment requests, tracking invoices, liaising with finance departments, and ensuring timely processing of transactions.
• Serve as the primary point of contact for customer communications, handling inquiries, providing information, and ensuring prompt, courteous responses.
• Manage correspondence, including drafting, proofreading, and distributing emails, letters, and official documents with a high degree of accuracy and professionalism.
• Maintain organized filing systems (both electronic and physical) for contracts, correspondence, and administrative records, ensuring confidentiality and easy retrieval.
• Prepare meeting agendas, take detailed minutes, and follow up on action items to ensure accountability and progress.
• Support the team with travel arrangements, expense reporting, and other logistical tasks as required.
• Monitor office supplies and coordinate procurement to ensure smooth daily operations.
• Assist in the preparation of reports, presentations, and other documentation for internal and external stakeholders.

Required Experience & Skills

• Demonstrated experience in a secretarial or administrative support role, preferably within a corporate or professional services environment.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks and meet tight deadlines.
• Proficiency in managing meeting arrangements, including scheduling, agenda preparation, and minute-taking.
• Experience in contract management, including document preparation, review, and record-keeping.
• Familiarity with payment coordination processes, invoice tracking, and basic financial documentation.
• Excellent written and verbal communication skills in English, with the ability to interact professionally with clients, vendors, and internal stakeholders.
• High attention to detail and accuracy in all administrative tasks and documentation.
• Advanced proficiency in office productivity software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
• Ability to handle confidential information with discretion and integrity.
• Strong interpersonal skills, with a customer-oriented approach and the ability to work collaboratively within a team.
• Adaptability and problem-solving skills to address unexpected challenges and changing priorities.

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field is preferred.
• Professional certification in office administration or secretarial studies is an advantage.
• 0-2 years of relevant experience in a secretarial or administrative support role.
• Fluency in English is required.

Tools & Technologies

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Office equipment (printers, scanners, multi-line phone systems)
• This role offers the opportunity to play a central part in supporting business operations and enhancing organizational effectiveness. The Secretary will contribute directly to the smooth execution of administrative processes, stakeholder satisfaction, and the professional image of the organization. Success in this position is measured by the ability to manage multiple priorities, maintain meticulous records, and deliver high-quality administrative support in a dynamic environment.

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