Assistance/ Secretary

Description

This role involves supervising and guiding a small team of two staff members to streamline office administration processes and ensure the timely completion of tasks. The ideal candidate will possess a minimum of one year of related experience, though full training will be provided for the right candidate, emphasizing learning and professional growth. Excellent command over document management, including the use of Microsoft 365 styles, templates, and advanced Word features such as page setup and section-break management, is essential. The candidate will also oversee records filing and document control practices to support company compliance and operational efficiency. Proficiency in Microsoft Excel and Google Sheets will aid in maintaining databases and handling data accurately. Strong communication and message routing abilities are necessary to keep the workflow organized and responsive to stakeholders’ needs.

Responsibilities

• Manage and maintain executive calendars, scheduling appointments and coordinating meetings to optimize time and priorities.
• Handle email and correspondence management, ensuring timely responses and appropriate message routing.
• Prepare, format, and organize documents using Microsoft Word, Microsoft 365 styles, templates, and Google Workspace to meet company standards.
• Maintain document control and records filing systems, ensuring version tracking and accurate record keeping.
• Perform data entry and database management tasks to keep information current and accessible for the team.
• Coordinate office administration duties such as procurement of office supplies, handling incoming communications, and maintaining office equipment.
• Support a team of two by assigning tasks, monitoring progress, and providing ongoing guidance to ensure timely completion of projects.
• Implement document preparation best practices, including page setup, section-break management, and layout adjustments in word processing software.
• Use Microsoft Excel and Google Sheets to generate reports, manage data, and support various administrative projects.
• Track follow-ups and action items from meetings and correspondences to ensure accountability and effective communication.
• Establish and maintain effective records management protocols to comply with company policies and regulatory requirements.
• Ensure confidentiality and security of sensitive information handled during document management and correspondence duties.
• Collaborate with various departments to facilitate seamless communication and workflow efficiency.
• Provide training and support for the administrative processes and software tools to team members as needed.

Experience

1 Year

Apply By

Nov 22, 2026

Required Skills

• Microsoft Office and Google Workspace
• Records Management
• Message Routing and Follow-Up Tracking
• Microsoft Word
• Page setup and section-break management
• Calendar Management
• Document Control and Records Filing

Nice to Have Skills

• Document control and version tracking
• Task Prioritization
• Team Coordination
• Communication
• Time management
• Word document formatting and layout
• Microsoft Excel and Google Sheets
• Microsoft 365 Styles and Templates
• Office Administration
• Data Entry and Database Management
• Document preparation and formatting
• Email and Correspondence Management
• Meeting Coordination