Job Description

Overview

We are currently seeking a detail-oriented and organized Team Secretary / Administrative Assistant to provide comprehensive support to our team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.

Responsibilities

Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.

Prepare reports, agendas, and papers for meetings.

Assist in data entry, generating reports, and compiling information as required by the team.

Assist in drafting and collating pitching material.

Support team members with MS Word, PowerPoint and Excel based tasks.

Ensure reports and outputs are in line with formatting standards.

Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.

Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.

Prepare precise targeted e-marketing emails.

Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.

Arrange and execute post and courier services.

Answer phone calls, respond to emails, and handle correspondence on behalf of the team.

Handle computer/database (KF Database, Contacts Register, Hub).

Maintain correct contact information on People Search for the department.

Skills and Qualifications

Minimum of 3 years proven experience as an Administrative Assistant, Secretary, or similar role.

Excellent interpersonal and communications skills.

Strong organizational and problem-solving abilities.

Ability to take initiative and work proactively.

Ability to work through periods of high workload.

Attention to detail and a high level of accuracy.

Ability to maintain confidentiality and handle sensitive information.

Strong team player with the ability to build relationships.

Flexibility, adaptability, and a co-operative attitude.

Understanding of regional business culture and regulations.

Software: Microsoft Office programs (Excel, PowerPoint, Outlook) to a proficient level including mail merge, with advanced proficiency in Microsoft Word.

Language skills: Fluency in English, written and verbal.