Senior Specialist - Project Management

A secretary is involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks and, in some cases, oversee and supervise the work of junior staff. Duties and responsibilities: Responsible for management activities inside the company. Coordinate the communication with other organizations. Receive the company communications. Organize travel for staff. Implementing new procedures and administrative systems. Prioritizing workloads.

Duties:

Performs responsible secretarial, office management, and administrative tasks in the department.

Handles secretarial and clerical works of official, confidential, external correspondence of all company s departments e.g. banking, public administration, and internal administrative memos.

Executes routine secretarial assignments on a variety of general clerical duties.

Performs work coordination with his own department colleagues as well as with other departments.

Answers telephone calls and directs calls to the appropriate department or person, and handles calls if knowledgeable on the subject under discussion.

Receives and monitors incoming calls and visitors

Keeps his superior informed of all incoming communication during his travel, using messages, e-mails, phone calls, etc.

Screens incoming correspondence and reports.

Resolves complaints within his scope of information and authority and refers to others, as appropriate.

Plans, organizes and assigns distribution of mail (internal, external, and international) to the concerned personnel.

Designs, establishes and maintains a management information system, including physical and electronic files, for the Division.

Type s letters, memoranda, reports, etc., from dictated, handwritten, or other sources.

Distributes and tracks the internal mails issued from all dept.

Research, complies, assimilates and prepares confidential and sensitive documents.

Operates office equipment including copiers, facsimile machines and computers; to input and retrieve data and text.

Operates computers to produce a variety of documents, charts and graphs in final form

Organizes and maintains disk storage and filing.

Assists in preparing agenda and related material for superiors meetings.

Manages the schedules and arranges the appointments, meetings and conferences for his superior and staff, as directed.

Receives and entertains guests and visitors visiting his Dept.

Organizes and maintains relevant department files and records.

Performs other supplementary jobs assigned by superiors.

Requirements

Skills

Proven experience as an Administrative Assistant, or Office Admin Assistant

Knowledge of office management systems and procedures

Working knowledge of office equipment, like printers and fax machines

Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

Excellent time management skills and the ability to prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational skills with the ability to multi-task

High School degree; additional qualification as an Administrative assistant or Secretary will be a plus.