Secretary

Job description / Role

The Office Secretary is responsible yet not limited to provide secretarial, clerical and administrative support in order to ensure office support is provided to Food and Beverage division in an effective and efficient manner.

RESPONSIBILITIES
- Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Arrange and Coordinate conferences, meetings, and travel reservations for office personnel.
- Complete forms in accordance with company procedures.
- Compose, type, and distribute meeting notes, routine correspondence, and reports.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Maintain scheduling and event calendars.
- Make copies of correspondence and other printed material.
- Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
- Schedule and confirm appointments for clients, customers, or supervisors.
- Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
- Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
- Conduct searches to find needed information, using such sources as the Internet.
- Learn to operate new office technologies as they are developed and implemented.
- Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
- Order and dispense Furniture supplies.
- Prepare and mail checks.
- Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
- Perform the tasks requested by direct manager and as per business need.

Requirements

- 4-5 years of secretarial experience with a successful PLC.
- University or high school graduate
- Computer Literate
- Must possess very good telephone etiquettes.
- Ability to manage multiple diaries.
- Bilingual
- Excellent spoken and written communication skills
- Excellent organizational and time-management skills
- Accuracy and attention to detail
- Ability to work under pressure and meet deadlines
- Tact and discretion, for dealing with any confidential information.
- Should be a team player.
- Flexible working beyond office hours.

About the Company

A leading retail company in Kuwait.