POSITION OVERVIEW:
We are seeking an experienced and highly organized Secretary to join our training consultancy. With 5 years of experience supporting senior executives in established organizations, you will play a crucial role in providing administrative and secretarial support to the management team. Your exceptional organizational skills, attention to detail, and strong communication abilities will contribute to the smooth operation of our consultancy and ensure effective coordination of tasks and activities.
RESPONSIBILITIES:
Provide comprehensive administrative support to the management team, including calendar management, meeting scheduling, travel arrangements, and expense reporting. Prepare and edit correspondence, reports, presentations, and other documents, ensuring accuracy, professionalism, and adherence to company standards. Coordinate and manage multiple projects and tasks simultaneously, prioritizing workload to meet deadlines and ensure efficient operations. Act as a liaison between the management team, clients, and internal staff, ensuring effective communication and information flow. Maintain and organize physical and electronic files, records, and databases, ensuring proper documentation and easy retrieval of information. Prepare and distribute meeting agendas, take minutes, and follow up on action items to ensure timely completion. Conduct research and gather information as requested, compiling data and preparing reports for the management team’s review. Assist in the preparation and coordination of training programs and workshops, including logistics, materials, and participant registrations. Manage the reception area, greeting and directing visitors, handling phone calls, and responding to inquiries in a professional and courteous manner. Support the development and maintenance of client relationships, ensuring client satisfaction through effective communication and follow-up. Maintain confidentiality of sensitive information and exercise discretion in handling confidential and proprietary materials.
REQUIREMENTS:
Bachelor’s degree in Business Administration, Secretarial Studies, or a related field is preferred. Minimum of 5 years of experience as a secretary or administrative assistant, preferably in a training consultancy or a related field. Proven experience supporting senior executives, demonstrating exceptional organizational and time management skills. Proficiency in using productivity tools, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with office equipment and software. Excellent verbal and written communication skills, with a keen eye for detail and the ability to produce accurate and well-formatted documents. Strong interpersonal skills, with the ability to build positive relationships and work effectively with diverse stakeholders. Ability to multitask, prioritize workload, and adapt to changing priorities in a fast-paced environment. Proactive and self-motivated, with the ability to work independently and take initiative to solve problems and complete tasks.