Office Secretary at Stransform Limited

The Secretary will be responsible for providing high-level administrative support to the consulting team, ensuring the efficient operation of the office, and facilitating effective communication within and outside the organization. This role requires a proactive individual with excellent organizational skills, attention to detail, and the ability to handle confidential information such as the following: 

Calendar Management:

• Coordinate the Managing Director& schedule, including arranging meetings, appointments, and travel plans.
• Anticipate scheduling conflicts and proactively manage priorities to optimize the MD& time.

Client Relations/Communication Liaison:

• Serve as the primary point of contact for internal and external clients/communication on behalf of the Managing Director.
• Screen and prioritize emails, phone calls, and other correspondence, Relaying important messages promptly.

Information Management:

• Manage the MD & contacts, maintaining an up-to-date database of professional contacts, clients, and stakeholders.
• Organize and maintain confidential files, documents, and records related to the MD & activities and responsibilities.

]Meeting Support:

• Prepare agendas, collate documents, and coordinate logistics for meetings attended by the Managing Director.
• Attend meetings as required, take minutes, and follow up on action items on behalf of the MD.

Travel Arrangements:

• Arrange domestic and international travel accommodations, including flights, accommodation, transportation, and itinerary planning.
• Ensure travel plans align with the MD & schedule and preferences, providing necessary travel documents and information.

Task Prioritization and Follow-Up:

• Assist the Managing Director in prioritizing tasks and managing deadlines, providing reminders and follow-up as needed.
• Track and monitor progress on key initiatives and projects, ensuring timely completion and reporting.

Confidentiality and Discretion:

• Handle sensitive and confidential information with utmost discretion and professionalism, maintaining confidentiality at all times.
• Exercise sound judgment and discretion in decision-making and communication on behalf of the Managing Director.

Representation and Relationship Management:

• Represent the Managing Director in meetings, events, and interactions with clients, partners, and stakeholders as necessary.
• Build and maintain positive relationships with key contacts, acting as a liaison between the MD and external parties.

Inventory management

• Ensure optimal inventory management on a monthly basis.

Personal Errands and Support:

• Provide personal assistance to the Managing Director as needed, including handling personal errands, appointments, and administrative tasks outside of work responsibilities.

Ad Hoc Support:

• Assist the Managing Director with ad hoc tasks, projects, and assignments as required, demonstrating flexibility and adaptability in meeting evolving needs.