Job Summary
The Business Administration Secretary provides administrative support to managers, executives, and the wider team. The primary goal is to maintain a professional office environment, manage schedules, and handle sensitive business documentation with precision and confidentiality.
Key Responsibilities
1. Communication & Correspondence
- Gatekeeping: Serve as the support contact for clients, vendors, and staff screening calls and managing visitor flow.
- Email Management: Filter and prioritize emails, responding to routine inquiries independently.
- Drafting & Editing: Prepare memos, reports, and presentations, ensuring perfect grammar and formatting.
2. Calendar & Meeting Management
- Scheduling: Coordinate calendars, resolving scheduling conflicts and setting up internal/external appointments.
- Event Logistics: Organize meetings, catering, and audio-visual equipment for company events.
- Minute Taking: Attend meetings to record accurate minutes, track action items, and distribute follow-up documents.
3. Office Operations & Data Control
- Filing Systems: Maintain both physical and digital filing systems to ensure easy retrieval of data.
- Inventory: Monitor office supplies and place orders to ensure zero downtime in office operations.
- Basic Bookkeeping: Process invoices, track expense reports, and assist in monitoring departmental budgets.
4. HR & Project Support
- Travel Coordination: Arrange domestic and international travel, including flights, accommodation, and detailed itineraries.
Required Skills & Qualifications
Technical Skills (Hard Skills)
- Software Proficiency: Advanced knowledge of Microsoft 365 (Word, Excel, PowerPoint, Outlook)
- Typing Speed: High accuracy and speed (usually 50-60+ WPM).
- Digital Tools: Experience with project management tools and videoconferencing (Zoom, Teams).
Soft Skills
- Discretion: Ability to handle confidential information regarding payroll, personnel, or business strategy.
- Organization: Exceptional time-management skills and the ability to multitask in a fast-paced environment.
- Interpersonal: Professional and have the ability to communicate with everyone from junior staff to CEOs.
Education & Experience
- Education: Diploma / Degree in Business Administration or a related field is often preferred.
- Experience: Usually 2-5 years of experience in an Administrative role.
