Administrative Secretary

About the role

This Administrative Secretary position covers general administration, reception and client services, financial administration and office and facilities management for a group of companies. The role supports Directors and management and handles day-to-day office operations.

Key responsibilities

• Handle general administrative and secretarial duties, coordinate procedures for appointing Directors, maintain records and file systems, and support Directors and management.
• Welcome clients and visitors, serve refreshments, manage calls, emails and the virtual office telephone service, and handle client enquiries.
• Manage petty cash, prepare and process invoices and payments, update ERP/accounting software, perform monthly bank reconciliations, and maintain debtor and creditor records.
• Verify bank transactions and inform the Director, Consultant or Secretary-Treasurer of payments received from applicants.
• Manage stationery and stock orders, arrange travel bookings, book boardrooms, and keep offices and facilities tidy.
• Promote boardroom facilities to training centres and companies, and handle enquiries, bookings and follow-ups.

Required profile

• Diploma or relevant qualification in Business Administration, Office Management or Accounting.
• Previous experience in administration or secretarial work.
• Fluent in English and French.
• Excellent organisational, communication and interpersonal skills; able to multitask, work independently and meet deadlines.
• High level of integrity, accuracy, professionalism and confidentiality.

Required skills

• Good knowledge of Microsoft Office, accounting software and ERP systems.
• Basic accounting knowledge, including invoicing and bank reconciliation.