Responsibilities of the Position
The new secretary will handle the following tasks:
Providing administrative and clerical support to Executive Assistant to the Provost.
Preparing and maintaining documents, reports, spreadsheets, presentations, and databases using a variety of software packages such as MS Word, Outlook, PowerPoint, Excel, Access, etc.
Gathering and summarizing data, reports, and correspondence from electronic and paper files.
Coordinating, monitoring, and initiating follow-up correspondence regarding regular reports and tasks completed by all units reporting to the Provost.
Assisting with the preparation of a variety reports issued by the Provost’s Office.
Devising and maintaining office systems for the management of tasks and information.
Booking rooms and conference facilities for events initiated by the Provost’s Office.
Arranging meetings, taking minutes, and keeping notes regarding action items arising from those meetings.
Sorting and distributing incoming and outgoing correspondence.
Greeting and receiving visitors to the Provost’s Office, ensuring that appropriate attention and hospitality is provided to the visitors.
Ordering and maintaining stationery and supplies.
Maintaining the confidentiality of all information related to personnel decisions and other matters identified as confidential.
Performing other tasks relating to the administration function as they arise and as delegated by the Provost, the Associate Provost, and the Executive Assistant to the Provost.
Answering calls, taking messages, and handling routine email correspondence.
Maintaining calendars and arranging appointments.
Developing and maintaining a filing system for paper records.
Desired Candidate Profile
Preferably Bachelor’s Degree in Business Administration or related field.
Excellent communication skills in English, both spoken and written. are mandatory.
Must possess good organizational, interpersonal, and problem-solving skills.
Proficiency in MS Office applications (Word, Excel, Power Point, Outlook) is a must.
Strong office management skills.