Secretary Job Duties and Responsibilities
Organize office operations and procedures
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals
Arrange conferences, meetings, and travel reservations for office personnel
Complete forms in accordance with company procedures
Compose, type, and distribute meeting notes, routine correspondence, and reports
Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs
Locate and attach appropriate files to incoming correspondence requiring replies
Mail newsletters, promotional material, and other information
Maintain scheduling and event calendars
Make copies of correspondence and other printed material
Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters
Schedule and confirm appointments for clients, customers, or supervisors
Set up and maintain paper and electronic filing systems for records, correspondence, and other materials
Take dictation in SHORTHAND or by machine, and transcribe information
Coordinate conferences and meetings.
Attend Director’s meetings and take notes on his behalf
Operate office equipment such as scanners, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
Maintain office records
Ensure filing systems are maintained and up to date
Monitor and record phone calls
Requirements for the Secretary Job
Diploma in secretarial studies with shorthand or Diploma in Business Management with shorthand skills
Over 5 years’ experience as an office admin or secretary
Shorthand skills
Previous experience in real estate set up will be an added advantage
A good team player with excellent communication and interpersonal skills
Mature, responsible and well organized
