Administrative Secretary

MBR Publications Ltd

The primary function of an Administrative Secretary is to ensure that the administrative operations of the office they work in run smoothly. Unlike other Secretaries, Administrative Secretary must be responsible for a variety of administrative aspects in addition to standard secretarial duties.

Candidates must be with a need for administrative and secretarial work. Since this work tends to involve the handling of confidential or sensitive information, Administrative Secretary must be competent, loyal and reliable. Work involves typically report to a higher-up member of staff, such as a manager or executive, and work exclusively in a standard office environment. Must be proficient in the English Language, own car, possess excellent communication skills, verbal and written and also maintain confidentiality. Due to the sheer amount of data that Administrative Secretary handles, data entry is a significant part of their job. When entering data, whether it’s financial or personnel-related, Administrative Secretary must be quick, discreet and accurate.

Administrative Secretary must screen, answer and forward telephone calls, as well as other forms of correspondence. They are in charge of transferring callers to the appropriate member of staff, as well as ensuring that only relevant calls go through.

Position involves also Process and File Documents, Monitor Supplies, Respond to Customers/Public and coordinate event logistics planning and meetings for the Director.

Qualifications

Communication skills – Whether they’re responding to customer complaints, explaining data to colleagues or making strategic plans with company higher-ups, it’s crucial that Administrative Secretary should have excellent written and verbal communication skills.

Computer proficiency – Due to their need to regularly enter data and process documents, Administrative Secretary must be able to use computers and type quickly. In some cases, they will need to be able to type a certain number of words per minute.

Customer service skills – Given that Administrative Secretary will be required to deal with a great number of customers on a regular basis, it’s crucial that they have excellent customer service skills.

Attention to detail – Administrative Secretary will frequently need to schedule meetings, arrange conference calls and modify schedules. As such, they must have a high level of attention to detail.

Organizational skills – Administrative Secretary will be charged with handling large amounts of documents and information on a daily basis. Because of this, it’s important that they remain highly organized at all times.

Financial skills – No matter which industry they work in, it’s likely that the Administrative Secretary will be required to handle or create financial documents, from budget sheets to expense reports. Thus, they must possess at least a basic knowledge of financial documentation and principals.