Overview

We are currently seeking a detail-oriented and organized Team Secretary to provide comprehensive support to our team. This position is essential for ensuring the smooth day-to-day operations of our department. The ideal candidate will possess excellent communication and organizational skills, with a strong background in diary management, travel arrangements, correspondence, internal communication coordination, team support, and report writing. The primary language for this role is English, and candidates must demonstrate a high level of proficiency in both written and spoken communication.

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.
• Prepare reports, agendas, and papers for meetings.
• Assist with data entry, generating reports, and compiling information as required by the team.
• Support the team in drafting and collating pitching material.
• Assist with MS Word, PowerPoint and Excel based tasks.
• Ensure reports and outputs are adhere to formatting standards.
• Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
• Manage team diaries, scheduling appointments and arrange meetings with internal and external stakeholders, developers, agents, owners.
• Prepare precise targeted e-marketing emails.
• Liaise with internal and external accounts department to raise invoices, manage travel and expense reporting and handle other related tasks, ensuring compliance with 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 and up-to-date contact information in the People Search for the department.

Skills and Qualifications

• Minimum of 5 years proven experience as a secretary, or in a similar role.
• Excellent interpersonal and communications skills with fluency in English (both written and verbal).
• Strong organizational and problem-solving abilities.
• Ability to take initiative and work proactively.
• Capable of handling periods of high workload effectively.
• Exceptional attention to detail and a high level of accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong team player with the ability to build positive relationships.
• Flexibility, adaptability, and a co-operative attitude.
• Understanding of regional business culture and regulations.
• Software: Microsoft Office programs (Excel, PowerPoint, Outlook) with advance proficiency in MS Word, including mail merge.
• Language skills: Fluency in English, written and verbal.