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On behalf of our client, a leading Engineering company with international presence, we are currently looking for a highly organized and efficient Personal Assistant/Secretary, to join its vibrant team and provide administrative support to the organization.
A day in the life of a “Personal Assistant/Secretary”
As a Personal Assistant/Secretary, you will play a crucial role in ensuring the smooth functioning of daily operations and maintaining effective communication between different departments and external stakeholders. The ideal candidate must be adept at handling multiple tasks, possess excellent communication skills, and demonstrate a high level of discretion and professionalism.
Your day-to-day
- Administrative Support: Provide comprehensive administrative assistance to executives, managers, or other team members as required. This includes managing calendars, scheduling appointments, coordinating meetings, and handling travel arrangements
- Communication: Serve as the first point of contact for internal and external communications. Respond to phone calls, emails, and inquiries promptly and professionally. Screen and direct calls, messages, and correspondence to the appropriate parties
- Document Management: Organize and maintain physical and digital files, records, and documents. Ensure confidentiality and accuracy in managing sensitive information
- Meeting Coordination: Plan and prepare meeting agendas, take accurate minutes, and distribute them to relevant participants. Coordinate logistics for meetings and ensure all necessary materials are available in advance
- Office Management: Oversee general office operations, such as ordering supplies, maintaining office equipment, and ensuring a clean and organized workspace
- Data Entry: Input and update data in various systems or databases accurately and efficiently
- Event Coordination: Assist in planning and organizing company events, workshops, conferences, and other gatherings
- Follow-Up: Ensure that action items and tasks assigned during meetings are followed up on and completed in a timely manner
- Correspondence: Draft and prepare official letters, memos, reports, and other documents as needed
- Travel Arrangements: Coordinate travel logistics for company representatives, including flights, accommodations, and itineraries
- Expense Management: Assist with tracking and reconciling expenses, ensuring adherence to company policies
- Interdepartmental Coordination: Facilitate communication and collaboration between different departments within the organization.
- Customer Service: Provide exceptional customer service to visitors, clients, and stakeholders visiting or contacting the office
What you will need
- High school diploma or equivalent qualification. Additional certification or training in office administration is a plus
- Previous experience as a secretary or administrative assistant is preferred
- Strong organizational abilities with the ability to manage multiple tasks and prioritize effectively
- Excellent written and verbal communication skills, including a polite and professional phone manner
- Proficient in using MS Office Suite (Word, Excel, PowerPoint) and other office software. Knowledge of data entry and basic accounting software is beneficial
- Ability to meet deadlines and handle time-sensitive tasks efficiently
- Exhibit a high level of confidentiality and integrity when dealing with sensitive information
We love your personality if you
- Strong problem-solving skills with a proactive and solution-oriented mindset
- Demonstrated flexibility in a dynamic and fast-paced work environment
- Collaborative and team-oriented with a friendly and approachable demeanor
- Meticulous in maintaining accurate records and producing error-free documents
- Present a professional image and behavior at all times, both in appearance and conduct
What’s in it for you
As a Secretary, you will be an essential part of our organization, contributing to its overall efficiency and success.
Vicky Stergiou
Principal Consultant
REFERENCE: job000023810
