Job Objective:

To ensure the provision of efficient and effective administration service to managerial or executive staff or other appropriate individual through managing the office and office facilities, and affairs and serving as a liaison between customers (internal and external) and the responsible management.

Main duties and responsibilities:

• Read and analyze incoming letters & memos and direct to the appropriate unit/ individual, or act up on it in an appropriate way.
• Open, sort, and distribute incoming correspondence, including faxes and mails (via outlook or any other platform).
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors and handle their inquiries or direct them to the appropriate persons according to their needs.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Perform general office duties such as ordering supplies, maintaining records, and performing basic bookkeeping work for the petty cash management.
• Draft letters, memos, and reports using MS word processing, excel spreadsheet, and Access.
• Oversee the proper implementation of administrative procedures for offices.
• Attend meetings and keep minutes.
• Coordinate Clerical Aids, Motorists and Janitors.
• Make copies of correspondence or printed material.
• Maintain confidential and sensitive documents with due care.
• Maintain electronic and paper records ensuring information is organized and is easily accessible.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Operate office equipment, such as fax machines, copiers, or phone systems.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Arrange meeting, or travel reservations for the Bank personnel as needed.
• Provide any administrative and clerical support to the management and any appropriate individual.
• Ensure all office equipment are properly maintained and serviced.
• Learn to operate new office technologies as they are developed and implemented.
• Perform other related duties given by the supervisor.

Requirements

Education: Degree/Diploma in Secretarial Science & Office Management or related fields
Experience: Minimum of 4/6 years banking experience, of which 2 years in the area of  Secretarial Service and Office Administration.