Office Secretary

Job description / Role

The Office Secretary provides executive-level administrative and secretarial support to ensure the smooth and efficient functioning of the Head Office. The role is responsible for managing official correspondence, maintaining documentation and filing systems, coordinating meetings and schedules, and facilitating effective communication across departments and with external stakeholders. The position requires professionalism, discretion, and strong organizational skills to support the leadership & head of department (HOD)in achieving operational excellence.

Key Responsibilities:

1. Executive and Administrative Support

• Manage reception professionally, well-organized front desk, ensuring visitors, including guests, investors, and partners, are greeted graciously and directed appropriately.
• Manage front desk activities, including incoming calls, visitors, registration, and courier/mail handling.
• Provide high-level administrative and secretarial assistance to the Leadership and the HODs.
• Manage incoming and outgoing correspondence, calls, and emails with professionalism and accuracy.
• Maintain calendars, schedule meetings, coordinate appointments, and manage travel logistics of leadership for domestic & international.
• Prepare meeting materials and follow-up action trackers to ensure timely execution for Leadership & HOD.

2. Office Operations and Coordination
• Oversee day-to-day administrative activities such as organizing and maintaining a filing system for HODs, monitoring basic office & pantry supplies, coordinating with office staff (office boy, cleaners, parking).
• Monitor and maintain inventory of office and pantry supplies, liaise with procurement for timely replenishment.
• Coordinate with facility service providers for housekeeping to ensure a professional office environment.
• Support the planning and execution of internal meetings, workshops, and corporate events.

3. Communication and Liaison
• Act as the central point of contact between management/employees/and shareholders.
• Ensure professional and timely communication flow within and outside the organization.

4. Documentation and Records Management
• Organize and update physical and digital filing systems including archiving & retrieving documents through the Office Management System (OMS) with accuracy and version control in compliance with company standards.
• Organize, and assist HODs in preparing administrative reports, compiling data summaries, and organizing compliance-related documentation to ensure accurate and timely support.

5. Executive Coordination and Support
• Assist leadership in coordinating key meetings, boardroom engagements, and VIP visits.
• Manage logistics for domestic and international travel, accommodation, and itinerary preparation for leadership.
• Ensure readiness of meeting rooms with appropriate equipment and materials.

6. HR and Employee Engagement Support
• Collaborate with the HR department on administrative support for onboarding like arranging stationery or related items, employee events, and engagement programs.
• Coordinate logistics for training sessions, celebrations, and staff gatherings.

The ideal candidate should have:

• Strong communication skills and the ability to draft professional letters and emails.
• Experience in maintaining documentation, drafting correspondence, and supporting multi-department communication is required
• Excellent organizational and multitasking abilities.
• Professional attitude, confidentiality, and attention to detail.
• Good command of MS Office and experience handling administrative tasks.
• 3–5 years of experience in a secretarial or administrative support role.
• Ability to coordinate meetings, manage schedules, and support documentation work.
• Positive attitude, reliability, and a proactive approach to supporting the office team.

About the Company

The Ghazanfar Group began as a small trading enterprise along the historic Silk Road and has evolved into one of Afghanistan’s leading private entities. From our roots in Andkhoi as traders, we expanded into the wholesale market of consumable commodities, entering the petroleum industry in 1989, and have since diversified into banking with the establishment of Ghazanfar Bank, and construction through Ghazanfar Construction.
Our strategic focus is on making meaningful investments in Afghanistan’s infrastructure and human capital. We are committed to projects that contribute to the nation’s recovery and development, aiming to improve living standards, create jobs, and enhance economic stability. As Afghanistan navigates significant challenges, our efforts are directed towards supporting the country’s growth through sustainable real estate, banking, and large-scale construction projects.