Office SecretaryQUAD-R Building Solutions

Job Description: Office Secretary
Position Overview:
The Office Secretary provides high-level administrative support to the General Manager and the Executive Department, ensuring smooth and efficient operations. The Secretary plays a crucial role in managing schedules, coordinating meetings, and handling confidential information with discretion.
Key Responsibilities:
Administrative Support:
Manage the General Manager's calendar, schedule appointments, and coordinate meetings.
Prepare and organize documents, reports, and presentations for executive meetings.
Handle travel arrangements, accommodations, and other logistical details.
Communication and Correspondence:
Act as a liaison between the General Manager and internal/external stakeholders.
Draft and proofread correspondence, emails, and other written communication.
Manage phone calls, inquiries, and requests on behalf of the Executive Department.
Meeting Coordination:
Organize and coordinate executive meetings, including agenda preparation and distribution.
Record and distribute meeting minutes, action items, and follow-up tasks.
Ensure seamless communication and coordination among different departments.
Confidentiality and Discretion:
Handle sensitive and confidential information with the utmost discretion.
Maintain a high level of confidentiality in all interactions and communications.
Document Management:
Organize and maintain electronic and physical filing systems for efficient document retrieval.
Assist in document preparation, editing, and formatting as needed.
Special Projects and Initiatives:
Support special projects, initiatives, and events as assigned by the Executive Department.
Collaborate with other administrative staff to ensure cohesive support for the entire organization.
Qualifications:
Bachelor's degree in Business Administration, Office Management, or related field.
Proven experience as an executive assistant or in a similar administrative role.
Strong organizational and multitasking skills with attention to detail.
Excellent written and verbal communication skills.
Proficient in Microsoft Office Suite and other relevant software.
Ability to work independently and prioritize tasks in a fast-paced environment.
Discretion and professionalism in handling confidential information.