Secretary

Description

Job Summary:
The Secretary at Algoc provides high-level administrative and clerical support to ensure smooth day-to-day operations. This role supports the executive team and other departments, managing communication, scheduling, document control, and basic project coordination. Confidentiality, strong organization, and proactive problem-solving are essential.

Key Responsibilities:
Communication and Correspondence

Serve as a point of contact for internal and external communication.
Manage emails, calls, and visitor inquiries, ensuring messages are directed appropriately.
Draft and review professional correspondence, announcements, and reports.
Executive and Team Calendar Management

Manage the calendars of key executives, scheduling appointments and meetings.
Coordinate cross-departmental schedules and set up virtual or in-person conferences.
Organize travel and logistics for team members, including booking accommodations and transport.
Document and Record Management

Maintain and organize digital and physical files for easy access.
Prepare meeting agendas, take notes, and distribute minutes.
Handle sensitive and confidential information with care.
Office and Administrative Support

Maintain office supplies and oversee inventory control.
Process invoices, expense reports, and assist with basic bookkeeping.
Support the preparation of presentations and other executive materials.
Event and Project Assistance

Assist in planning and organizing team events, training, and workshops.
Support specific project tasks to help meet deadlines and coordinate resources.
Provide ad-hoc assistance across departments as needed.
Customer and Client Relations

Ensure a welcoming experience for visitors and clients.
Respond to queries and assist in resolving issues professionally.
Act as a liaison between executives, staff, and clients, fostering positive relationships.
Qualifications:
Education: High school diploma required; Associate’s or Bachelor’s degree preferred.
Experience: 1-3 years in a secretarial or administrative role, ideally in a tech or dynamic work environment.
Skills:
Proficiency in Microsoft Office and relevant tech tools (Google Workspace, scheduling software).
Strong communication skills with an emphasis on professionalism and confidentiality.
Highly organized, with excellent time-management abilities.
Detail-oriented and proactive in identifying and addressing needs.
Work Environment:
Primarily office-based with standard work hours.
Occasional extended hours may be required, especially during project deadlines or events.

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