Office Secretary

Job Description

Job Summary

The Office Secretary is responsible for providing efficient administrative and secretarial support to ensure the smooth operation of the office. The role includes managing correspondence, maintaining office records, coordinating meetings and appointments, handling communications, and providing administrative assistance to management while maintaining confidentiality and professionalism.

Key Responsibilities

• Manage day-to-day office administrative and secretarial activities.
• Receive, screen, and direct telephone calls, visitors, and official inquiries.
• Prepare, type, edit, and distribute letters, reports, memos, and other official documents.
• Receive, register, and manage incoming and outgoing correspondence.
• Maintain organized physical and electronic filing systems.
• Schedule meetings, appointments, and coordinate management calendars.
• Prepare meeting agendas, record minutes, and follow up on action items.
• Maintain confidential records and ensure the security of company documents.
• Coordinate communication between management, departments, clients, suppliers, and external stakeholders.
• Assist in organizing meetings, workshops, travel arrangements, and official events.
• Prepare routine administrative reports and maintain accurate office records.
• Monitor office supplies and coordinate the procurement of stationery and administrative materials.
• Provide administrative support to departments such as Human Resources, Finance, Procurement, and other units when required.
• Ensure proper handling and archiving of official documents.
• Maintain a professional reception area and provide excellent customer service to visitors.
• Perform other related duties assigned by the immediate supervisor.

Department: Administration / Head Office

Employment Type: Full-Time

Location: Ethiopia

Reports To: Chief Executive Officer (CEO) / Administration Manager