Secretary at Premium Swiss Hospitality

Job Description
Position Overview:

• A secretary plays a crucial role in providing administrative and clerical support to ensure the smooth functioning of an organization or executive's office.
• They are responsible for managing and organizing various administrative tasks, coordinating communication, maintaining records, and assisting with day-to-day operations.

Key Responsibilities

• Administrative Support: Perform general clerical tasks such as answering phone calls, managing emails and correspondence, scheduling appointments, and maintaining calendars. Prepare documents, reports, and presentations as required.
• Record Management: Create and maintain filing systems, both physical and digital, to ensure easy retrieval and organization of documents. Handle confidential information and ensure its security.
• Meeting and Event Coordination: Schedule and arrange meetings, conferences, and appointments. Prepare meeting agendas, take minutes, and distribute relevant documents. Coordinate travel arrangements and accommodations for staff or executives as needed.
• Communication Management: Serve as a point of contact between the executive and internal/external stakeholders. Screen and direct phone calls, inquiries, and requests. Draft, proofread, and edit correspondence and other written materials.
• Database and Information Management: Maintain and update databases, mailing lists, and contact directories. Compile, analyze, and present data and information as required. Conduct research and gather relevant information as requested.
• Office Operations: Order and maintain office supplies and equipment. Coordinate with IT support for troubleshooting computer or technical issues. Organize and maintain office areas and ensure a clean and conducive work environment.
• Computer Literacy: Utilize computer software and applications to perform tasks efficiently. Proficiently use office productivity tools such as word processing, spreadsheets, presentation software, and database management systems.
• Team Support: Assist in coordinating and supporting the work of other team members. Collaborate with colleagues to ensure efficient workflow and contribute to a positive and productive office culture.

Education and Experience

• High School Diploma or equivalent is typically required. Additional certification or vocational training in office administration is a plus.
• 2+ years relevant work experience.
• Previous experience in a secretarial or administrative role is highly desirable.

Skills and Qualifications:

• Proven experience as a secretary, administrative assistant, or similar role.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills, including professional phone etiquette.
• Computer literacy, including proficiency in using office software such as word processing, spreadsheets, presentation tools, and databases.
• Attention to detail and a high level of accuracy in work.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong interpersonal skills and the ability to work well with individuals at all levels.
• Problem-solving and decision-making abilities.
• Flexibility and adaptability to changing priorities and deadlines.