Office Secretary

Agay Barho is seeking a highly organized and professional Office Secretary to provide comprehensive administrative and secretarial support to senior executives. This role requires a candidate with exceptional communication skills, both verbal and written, and a strong attention to detail. The Office Secretary will handle calendar management, document preparation, email and call correspondence, and coordination of meetings. This position demands the ability to manage multiple tasks efficiently while maintaining a high level of confidentiality and professionalism. The ideal candidate will have a minimum of two years of experience in a secretarial or administrative role and possess strong organizational and time management abilities. The Office Secretary plays a crucial role in ensuring the smooth running of daily administrative operations. The candidate will be responsible for arranging travel logistics, managing meeting agendas and minutes, and liaising effectively with internal departments and external stakeholders. While this role does not require managing a team, it demands excellent interpersonal skills and the capacity to operate independently in a fast-paced office environment. A bachelor's degree in Business Administration or a related field is preferred, along with proficiency in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook.
Responsibilities
 

• Manage and maintain executive calendars, appointments, and meeting schedules with accuracy and punctuality.
• Draft, review, and organize correspondence, reports, and various business documents ensuring correctness and compliance with company standards.
• Professionally handle incoming telephone calls, emails, and inquiries directing them to appropriate personnel as needed.
• Coordinate and schedule meetings, prepare detailed agendas, and accurately record meeting minutes for reference and follow-up.
• Maintain confidential records, files, and documentation, safeguarding sensitive information with discretion.
• Arrange and coordinate travel plans and logistics including booking transportation and accommodations for executives.
• Oversee the daily administrative operations to ensure the office functions smoothly and efficiently.
• Liaise with different internal departments and external stakeholders to facilitate communication and support business operations.
• Organize and maintain filing systems both electronically and physically for easy retrieval and compliance.
• Assist in the preparation of presentations and documents supporting senior management when required.
• Ensure supplies and office equipment are adequately stocked and operational by communicating regularly with vendors and service providers.
• Provide general administrative support including photocopying, scanning, and data entry to assist office workflows.
• Apply discretion and professionalism when managing confidential information and sensitive situations.
• Stay updated on office policies, procedures, and best practices to continuously improve administrative processes.
• Support special projects or initiatives as assigned by executive leadership, demonstrating flexibility and initiative.