Secretary I Contract of Service  

• Manage the Department Head's calendar, schedule appointments and coordinate meetings.
• Act as the primary point of contact between the Department Head and internal/external stakeholders, including employees, clients and vendors.
• Manage all incoming and outgoing correspondence, including letters and communications for signature of the Department Head and Assistant Department Head, as well as oversee document flow in and out of their office.
• Prepare and distribute correspondence, memos, reports, and presentations on behalf of the Department Head.
• Coordinate travel arrangements and accommodations for the Department Head, including flight bookings, hotel reservations, and itenerary planning.
• Assist in the preparation of agendas and materials for meetings, take minutes, and follow up on action items as needed.
• Maintain and organize both electronic and physical filing systems to ensure documents are easily accessible and up to date, while upholding a high level of confidentiality when handling sensitive information, such as employee records, performance evaluations, and disciplinary action, etc.
• Handle incoming inquiries, emails, and phone calls, directing them to the appropriate person or department for resolution.
• Performs other functions and duties that may be assigned.

Experience:

• Minimum of 1-3 years of experience in a secretarial or administrative support role, preferably in a corporate or office setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.

Skills:

• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong communication skills, both written and verbal, with attention to detail.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficient in handling office equipment such as printers, scanners, etc.