We are seeking a highly organized and detail-oriented department secretary to provide administrative support to our team.  As the first point of contact for our department, you will be responsible for managing day-to-day operations, coordinating tasks, and ensuring seamless communication both within the department and with other departments and external stakeholders.

Job Responsibilities

• Manage and maintain departmental calendars, schedules, and records
• Provide administrative support to department staff, including preparing documents, reports, presentation material, IT Access applications, etc.
• Handle incoming and outgoing correspondence (e.g. emails, MS Teams and phone calls)
• Coordinate meetings, appointments, and travel arrangements (air ticket and hotel booking, visa application)
• Maintain accurate and up-to-date filing systems, both physical and digital
• Perform tasks related to expense reporting, procurement, claims management and budget tracking
• Ensure compliance with departmental and organizational policies and procedures
• Develop and implement administrative processes to improve efficiency and productivity

 Requirements

• Diploma or equivalent required; degree in business administration or related field preferred
• Prior experience (2+ years) as department secretary or administrative assistant
• Ability to maintain confidentiality and handle sensitive information
• Able to multi-task and work independently under tight timelines
• Proactive, resourceful and able to think and act strategically and tactically
• Strong verbal and written communication skills
• Strong stakeholder management skills 
• Proficiency in Microsoft Office tools
• Culturally sensitive

Salary Range: $4,500 - $4,800 Per Month