Secretary

Job Description

Under minimal supervision serves as secretary to the department Head in the assigned area. Responsibility includes the routine secretarial, administrative, statistical and clerical tasks required by an office or function, performed with minimal supervision.

PRINCIPAL RESPONSIBILITIES:
1.    Internal: Deals with all levels of personnel related to the person/s to whom assigned, mainly exchanging information;
1.    External: Regularly with support and administrative functions to exchange information, provides routine reports, or resolves routine procedural problems. As required with Government agencies, contractors and vendors;
2.    Responds to inquiries requiring a broad understanding of work-policies and procedures. Provides explanations and ensures inquiries are addressed and resolved;
3.    Resolves more complex problems in a thoroughly and timely manner; uses discretion and who to go to in order to resolve issues and complete tasks. Requires analysis situations and determination of appropriate course of an action;
4.    Deals with some confidential issues (e.g., in document flow);
5.    Composes and edits internal and external correspondences and documents. Assists with preparation of materials such as during Guests Lectures, EB Meetings, etc.;
6.    Coordinates more complex mass mailings;
7.    Controls and updates the respective Department data for Document Flow;
8.    Assists with the coordination of events. Coordinates and communicates the needs and requirements. Schedules complex appointments, meetings, travel arrangements;
9.    Attends high-level meetings; records, interprets, drafts and distributes minutes from said meetings;
10. Creates filing systems and monitors efficiency. Initiates changes and updates;
11. Performs other related duties as required, including work performed at lower level, when necessary;
Carries out any other tasks assigned to him/her by his/her relevant superiors (Secretary General or Department Head) as pertaining to his/her background, qualifications and position.

Skills

Advanced PC skills: working experience in all Microsoft Office applications, excellent typing skills, graphics knowledge is a plus (i.e. Adobe).
The ability to plan, organize and prioritize own tasks, work on own initiative and meet deadlines;
Time management and multi-tasking skills with ability to perform under pressure;
Very good communication skills; polite and friendly manner with good telephone and correspondence etiquette
Tact, discretion and respect for confidentiality;
Commitment to quality work and strong attention to details;
Professional personal presentation;
Reliable and trustworthy.