Job Description
Job Description
Correspondence Management: Efficiently managing all incoming and outgoing mail and correspondence, ensuring timely distribution and follow-up.
Duties and Responsibilities
5 ‘O’ Levels including Maths and English
Higher National Diploma in Secretarial studies/Equivalent
A relevant degree in Office management will be an added advantage
3 years’ hands on experience in a similar executive support environment
Key Competencies
You should be adept at handling a diverse range of administrative tasks with minimal supervision.
Excellent communication skills
Ability to maintain confidentiality and discretion at all times
Qualifications and Experience
Correspondence Management: Efficiently managing all incoming and outgoing mail and correspondence, ensuring timely distribution and follow-up.
Diary and Schedule Management: Expertly maintaining the Town Clerk's busy diary, coordinating appointments and directing signed correspondence with precision.
Travel Coordination: Seamlessly organizing comprehensive travel arrangements for the Town Clerk, including itineraries, bookings, and logistical support.
Stakeholder Engagement: Professionally addressing queries and concerns from residents, ratepayers, the business sector, and internal employees, acting as a key point of contact.
Meeting Preparation: Preparing the management agenda and minutes, ensuring all necessary documentation is collated and distributed in advance.
Event Support: Providing crucial assistance in organizing and executing various Civic Functions, contributing to successful community engagements.
Document Management: Establishing and maintaining an organized and efficient filing system for all critical documents within the Town Clerk's Office.
Team Supervision: Supervising the office cleaners, the Messenger and the Town Clerk's driver, ensuring a well-maintained and supportive work environment.
Ad Hoc Duties: Proactively undertaking any other duties as delegated, demonstrating flexibility and a willingness to contribute wherever needed.