Administrative Secretary

Description

• As part of our commitment to maintaining high standards of professionalism and service delivery, we are seeking an intelligent, highly organised and experienced Administrative Secretary to join our team.
• The successful candidate will provide high-quality administrative and secretarial support to the School Management Team and will be expected to demonstrate excellent communication skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced school environment.

Key Responsibilties
The successful candidate will be responsible for:

• Providing efficient and proactive secretarial and administrative support to the School Management Team.
• Managing official correspondence, emails, letters, reports, and other administrative documentation.
• Preparing meeting agendas, taking accurate minutes, and following up on agreed action points.
• Managing calendars, appointments, meetings, and schedules for designated members of Management.
• Maintaining accurate, confidential and well organised physical and electronic filing systems.
• Drafting and preparing reports, presentations, memos, notices and other official communications.
• Receiving, screening and directing telephone calls, correspondence and visitors professionally.
• Coordinating internal and external communication and ensuring timely follow up on requests.
• Supporting the planning and coordination of meetings, events and other school activities.
• Maintaining proper records and ensuring important documents are easily accessible when required.
• Following up on assigned tasks, deadlines and management decisions to ensure timely execution.
• Handling confidential and sensitive information with the highest level of discretion.
• Liaising professionally with parents, staff, service providers and other stakeholders.
• Supporting other administrative activities as may be required to ensure the smooth running of the school.
• Carrying out any other reasonable duties assigned by Management.

Qualifications and Experience
Candidates must meet the following requirements:

• A Bachelor's Degree from a reputable A-list university with a minimum of Second Class Upper Division (2:1) in Business Administration, Secretarial Administration, Office Management, Management, or a related discipline.
• A minimum of 3 years' relevant experience in an administrative, executive support, or secretarial role.
• Previous experience working in a reputable school, educational institution, or structured corporate environment will be an added advantage.
• Excellent written and verbal communication skills, with strong attention to grammar, spelling and professional correspondence.
• Advanced proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook.
• Good knowledge of Google Workspace and other digital administrative and collaboration tools.
• Strong organisational, planning and time management skills.
• Excellent attention to detail and the ability to maintain accurate records.
• Ability to manage multiple tasks, priorities and deadlines effectively.
• High level of professionalism, discretion and confidentiality.

The Ideal Candidate
The ideal candidate should be:

• Intelligent, articulate and highly organised.
• Professional, mature and well presented.
• Proactive and able to anticipate administrative needs.
• Trustworthy and capable of handling confidential information responsibly.
• An excellent communicator with strong interpersonal skills.
• Resourceful, dependable and able to work with minimal supervision.
• Calm, composed and effective under pressure.
• Detail oriented with a high standard of accuracy.
• Able to build and maintain positive working relationships with different stakeholders.
• Committed to excellence, accountability and continuous improvement.
• Respectful of Pinefield Schools' Christian foundation and willing to uphold and support the values and ethos of the school.

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should send their updated CV to:  using "Administrative Secretary" as the subject of the email.

Note : Only shortlisted candidates will be contacted.

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