The Secretary and Office Manager Assistant is a crucial role within the organization, responsible for providing administrative and clerical support to the office manager and ensuring the smooth operation of the office. This role requires a high level of organizational skills, attention to detail, and the ability to effectively manage tasks and responsibilities.
Responsibilities:
Administrative Support:
Assist the office manager in managing schedules, appointments, and meetings.
Maintain and update office records, including files, documents, and databases.
Prepare and edit correspondence, reports, and presentations as required.
Handle incoming and outgoing communications, including emails, phone calls, and messages.
Reception and Communication:
Greet and welcome visitors, clients, and employees in a professional and friendly manner.
Answer and direct incoming phone calls to the appropriate personnel.
Handle inquiries and provide basic information about the organizations products, services, and operations.
Office Organization:
Maintain the cleanliness and organization of the office space.
Order and manage office supplies and ensure their availability.
Coordinate with external vendors for maintenance and repairs.
Data Entry and Record Keeping:
Input data into relevant systems accurately and efficiently.
Organize and maintain physical and digital records and files.
Assist in preparing financial and operational reports.
Travel and Logistics:
Assist in arranging travel accommodations, itineraries, and logistics for employees and executives.
Manage travel expenses and reimbursements.
Event Coordination:
Support the planning and execution of office events, meetings, and workshops.
Coordinate catering, audiovisual equipment, and other event-related logistics.
Special Projects:
Assist in various office projects and initiatives, as assigned by the office manager.
Contribute to process improvements and efficiency enhancements.
Confidentiality:
Handle sensitive information and documents with the utmost confidentiality and discretion.
