This position is responsible for performing routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers and answering administrative enquiries.
Key Objectives
- Effective office management
- Timely message delivery
- Safety of office equipment
- High customer service
Responsibilities
- Arrange conferences, meetings, and travel reservations for office personnel.
- Compose, type, and distribute meeting notes, routine correspondence, and reports.
- Attend to visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
- 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.
- Operate office equipment such as fax machines, copiers, and phone systems,
- Any other duties assigned by the supervisors.
Qualifications
- At least Secondary School Education (KCSE).
- Diploma in Business and Office Management with 3 years in the same position
- Secretarial training
- Excellent typing skills
- Computer training
- Excellent Communication skills
- Confidentiality and integrity
Competencies/Abilities/Skills Required
- Good communication skills
- Flexible
- Reliable
- Able to work under minimal supervision.
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