Executive Secretary at Ascentech Services Limited

Position Overview:

• We are seeking a young smart and experienced Secretary to join our team.
• The Secretary will play a vital role in providing administrative support to our office and ensuring the smooth operation of day-to-day activities.
• The ideal candidate will have 3-4 years of experience as a secretary or administrative assistant and possess strong organizational, communication, and multitasking skills.

Key Responsibilities:

• Provide administrative support to the office, including answering phone calls, responding to emails, and handling correspondence.
• Manage calendars, schedule appointments, and coordinate meetings for executives and team members.
• Draft and edit documents, letters, memos, and reports.
• Ensure the accuracy and completeness of documents before distribution.
• Maintain organized filing systems for physical and electronic documents.
• Ensure files are labeled correctly and easily accessible.
• Greet clients, visitors, and guests professionally and courteously.
• Assist with inquiries and direct individuals to the appropriate contacts.
• Coordinate travel arrangements, including booking flights, hotels, and transportation.
• Prepare travel itineraries and ensure all travel-related documents are in order.
• Assist with meeting preparation, including room setup, audiovisual equipment setup, and preparation of materials.
• Assist with expense tracking, reimbursements, and invoice processing.
• Maintain accurate records of expenses and receipts.
• Monitor and replenish office supplies as needed.
• Place orders with vendors and ensure adequate stock levels are maintained.
• Input and update data in various systems and databases.
• Ensure accuracy and completeness of data entry.
• Provide general assistance and support to team members as needed.
• Assist with ad hoc projects and tasks as assigned.

Qualifications:

• High school diploma or equivalent. Additional certification in office administration or related fields is a plus.
• 3-4 years of experience as a secretary, administrative assistant, or similar role.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time management skills.
• Excellent communication skills, both verbal and written.
• Attention to detail and accuracy in work.