Secretary

Job Summary

The Secretary provides administrative and secretarial support to ensure the smooth and efficient operation of the company's daily activities. The role involves managing correspondence, coordinating meetings, maintaining records, handling office communications, and supporting various departments with administrative tasks.

Key Responsibilities

1. Administrative Support

• Receive, screen, and direct incoming phone calls, emails, and visitors.
• Prepare, type, and distribute letters, reports, memos, and other business documents.
• Manage incoming and outgoing correspondence and maintain proper filing systems.
• Maintain office records, files, and documentation in both electronic and hard-copy formats.
• Ensure confidentiality of company information and documents.

2. Office Coordination

• Schedule and coordinate meetings, appointments, and company events.
• Prepare meeting agendas, take minutes, and circulate meeting resolutions.
• Coordinate travel arrangements and logistics for employees when required.
• Monitor office supplies and initiate replenishment requests.

3. Communication and Customer Service

• Serve as the first point of contact for visitors, clients, suppliers, and other stakeholders.
• Respond to general inquiries and direct them to the appropriate departments.
• Support communication and coordination among departments.

4. Records and Documentation

• Organize and maintain company records and administrative documents.
• Assist in preparing routine reports, presentations, and other administrative documents.
• Ensure proper documentation and archiving of company files.

5. General Administrative Duties

• Assist different departments with administrative tasks as assigned.
• Support the organization of workshops, trainings, meetings, and company events.
• Perform other administrative and secretarial duties assigned by the supervisor.

Qualifications & Requirements

Education

• Bachelor's Degree in Secretarial Science, Office Management, Business Administration, or a related field.

Experience

• Minimum of 2–3 years of relevant experience in secretarial or administrative support.
• Experience in a manufacturing, trading, or import/export company.

Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Good interpersonal and customer service skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Good typing, filing, and document management skills.
• Ability to multitask and meet deadlines.
• High level of integrity, professionalism, and confidentiality.

Key Attributes

• Organized and detail-oriented.
• Professional and courteous.
• Reliable and trustworthy.
• Strong interpersonal skills.
• Ability to work independently and collaboratively.
• Positive attitude and willingness to support different departments.

Please send you applications to jobs@al-impex.com