Administrative Secretary (Commercial) at Jagal Group

Purpose/Role:
Expected to act as part of the Commercial team and provide administrative and secretarial support to other members of the Team.

Key Aims and Objectives:

•     Ensure efficient implementation of all Administrative requirements of Commercial Team members.
•     Ensure administrative and secretarial supports offered are reliable, timely, and align with aims and objectives of other team members.
•     Ensure all other Clerical Requirements of the Commercial Department are attended to.

Prime Responsibilities and Duties:

•     Maintain presentations, records, spreadsheets and databases.
•     Maintain an electronic file of Corporate Documents, records and reports and retrieve as required.
•     Administer Registers relating to Commercial documents as may be required by other team members.
•     Arranging, attending meetings, taking minutes and keeping notes;
•     Sorting and distributing incoming post and organizing and sending outgoing post;
•     Photocopying and printing various documents, and delivery of documents/packages on behalf of other colleagues
•     Type letters, memorandum and correspondences on behalf of other team members.
•     Make and receive telephone calls on behalf of other team members, takes messages and answer inquiries within assigned scope of responsibility
•     Schedule appointments, maintains calendar and allocates time on Behalf of the Management of the Commercial team
•     Prepares materials for workshops, conferences, meetings, duplicates/collates
•     Maintains attendance, leave and overtime record of the Department.
•     Collect and co-ordinate review comments from Commercial Team Members either during meetings or comments by e-mail.
•     Perform General Office Duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
•     Maintain the Inventory of Office Stationary and Provisions at an optimal level of availability to all Commercial team Members.
•     Coordinate troubleshooting activities relating to Commercial Office Equipment and Furniture.

The Persons:

•     Maintain a high level of confidentiality and professional etiquette
•     Proficient in the use of a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc.
•     Communicate clearly and concisely in both written and oral form
•     Ability to organize complex clerical tasks
•     Robust Multi- tasking skills.
•     Ability to be flexible and adaptable in a variety of situations
•     Maintain efficient office procedures and a system for keeping track of requested actions and reports
•     Type from rough draft and keyboard at an efficient rate of speed
•     Meet strict timelines and perform multiple tasks
•     Work harmoniously with individuals and groups of employees
•     Skill and knowledge in the operation, use and care of office equipment
•     Knowledge of business English, spelling, punctuation and grammar
•     Accomplish work responsibilities with minimum supervision
•     Knowledge and ability of record keeping methods, keyboarding and preparation of correspondence
•     Knowledge of alphanumeric filing systems and document numbering system.