File all documents and maintain a clear filing system,both paper and electronic filing system. Assist the Legal Director in all daily duties and provide support as and when required. To assist the Legal Director by providing a secretarial support. Any other cognate duties as and when required.
The main responsibilities of the Administrative Secretary include but are not limited to the following:
- Filing of Flash Info for new program titles
- Recording of contracts in the programs inventory
- Follow up with Accounting and Technical departments to ensure proper execution of the contract when requested by Legal Director
- Follow up with Communication department to obtain promotional materials when requested by Legal Director
- Preparation of internal contracts with other related entities
- Validation by the Finance Manager of the draft internal contracts
- Ensure process for proper execution of contracts
- Any other cognate duties as and when required.
- To assist the Legal Director by providing a full spectrum of secretarial support.
- To make sure that Legal Director has all necessary documents ready prior to scheduled meetings and to prepare notes and presentations as required and to liaise with other departments to ensure that all information are updated and compiled as and when required by the Legal Director.
- To conduct background research and present information for Legal Director
- To type all prepared documents and double – check grammar, format and content.
- To perform some data entry by classifying information on the Computer System
- Help in the overall administrative/clerical tasks as assigned and assist in any other administrative duties as required by the Legal Director.
- To file all documents and maintain a clear filing system, in both paper and electronic filing system.
- Assist the Legal Director in all her daily duties and provide support as and when required.
- To keep an updated list of clients with updated phone numbers at all times.
PROFILE
- 20 – 30 Years old
- Diploma in Secretarial Studies or equivalent
- Minimum 3 years experience
- Good interpersonal & communication skills
- Organization and planning skills
- Multi tasking skills
- Fluent in French and English (spoken & written)
- Responsible & dynamic
- Good presentation
- Good knowledge in Microsoft Pack Tools