Job Title: Executive Secretary & Administrative Coordinator

Job Description:

We are seeking a highly organized and detail-oriented Executive Secretary & Administrative Coordinator to support our department with a wide range of secretarial, administrative, and coordination tasks. The ideal candidate will be proactive, efficient, and able to manage multiple responsibilities while maintaining professionalism and confidentiality.

This role involves providing direct support to the department head, managing internal and external communication, coordinating with various departments, and ensuring smooth execution of administrative workflows in alignment with company policies and procedures.

Key Responsibilities:

Secretarial Support:

• Prepare and format memos, letters, forms, and confidential correspondence.

• Answer phone calls, manage inquiries, and redirect communication to appropriate personnel.

• Maintain and update calendars for the department head or team members.

• Organize, prioritize, and expedite workflow through the department.

• Compile and collate reports or data as required.

Administrative Tasks:

• Maintain accurate filing systems, databases, and document archives (both electronic and paper-based).

• Generate departmental reports and assist in report preparation for management use.

• Provide general office support to ensure smooth day-to-day operations.

Coordination:

• Coordinate with internal and external stakeholders to support departmental activities.

• Assist in scheduling meetings, preparing documents, and ensuring required documentation is reviewed and distributed.

• Liaise with Procurement & Contracts and other internal departments to follow up on service requests, approvals, and related tasks.

• Maintain clear records of documentation, approvals, and delivery confirmations.

Communication:

• Manage and prioritize incoming correspondence including faxes, emails, memos, and official documents.

• Prepare professional correspondence and handle internal communications on behalf of the department.

Minimum Qualifications:

• Undergraduate degree with relevant secretarial or administrative experience.

• Bachelor’s degree in any discipline is preferred.

Key Skills:

• Excellent administrative and organizational abilities

• Strong written and verbal communication skills

• Calendar and schedule management

• Professional telephone etiquette

• Proficiency in record keeping and archiving

• Ability to handle confidential information with integrity