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Secretary/Personal assistant
2 weeks ago
Anonymous
Arusha & Moshi Full Time SAVE

Job Description

Secretary/Personal Assistant in Arusha.


Job Details

Qualifications:

·       Fluent English speaker

·       Studied secretarial course

·       Diploma certificate

·       Living in Arusha

·       Age 18-30

Responsibilities

  • audio and copy typing;
  • letter writing;
  • dealing with telephone and email enquiries;
  • creating and maintaining filing systems;
  • scheduling and attending meetings, creating agendas and taking minutes - shorthand may be required;
  • keeping diaries and arranging appointments;
  • organizing travel for staff.
  • using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases;
  • devising and maintaining office systems;
  • booking rooms and conference facilities, travel tickets
  • managing and maintaining budgets, as well as invoicing;
  • ordering and maintaining stationery and equipment;
  • organising and storing paperwork, documents and computer-based information;
  • photocopying and printing various documents, sometimes on behalf of other colleagues;
  • manipulating statistical data.

Tasks

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Arrange conferences, meetings, and travel reservations for office personnel.
  • Complete forms in accordance with company procedures.
  • Compose, type, and distribute meeting notes, routine correspondence, and reports.
  • Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Mail newsletters, promotional material, and other information.
  • Maintain scheduling and event calendars.
  • Make copies of correspondence and other printed material.
  • Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
  • Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Coordinate conferences and meetings.
  • Learn to operate new office technologies as they are developed and implemented.
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
  • Order and dispense supplies.
  • Prepare and mail checks.
  • Provide services to customers, such as order placement and account information.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

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