Office Secretary

Job Description

Recruit AI is seeking a dedicated Office Secretary with a minimum of 2 years of relevant experience to support administrative functions and corporate governance activities within the company. The ideal candidate possesses excellent communication and writing skills, is highly organized, and demonstrates professionalism in managing confidential information with discretion. This role requires strong abilities in calendar management, document preparation, travel arrangement, and thorough knowledge of regulatory compliance, board coordination, and maintaining statutory records. The Office Secretary plays a vital role in ensuring smooth office operations and supporting the management team efficiently in day-to-day activities. The Office Secretary works independently without managing a team and provides critical support to senior management by coordinating schedules, preparing compliant documents, and facilitating meetings with a focus on accuracy and timeliness. This position demands exemplary organizational skills, attention to detail, and the ability to maintain confidentiality while handling sensitive company information. Being proactive and adaptable to dynamic office environments is essential for succeeding in this role.
Responsibilities
 

• Manage and organize calendars to schedule meetings, appointments, and corporate events efficiently.
• Prepare, proofread, and format corporate documents ensuring adherence to company standards and regulatory requirements.
• Coordinate travel arrangements including booking flights, accommodations, and transportation as required.
• Support corporate governance activities by assisting in board meeting preparations and documenting meeting minutes.
• Maintain and update statutory records, ensuring compliance with legal and regulatory obligations.
• Handle confidential information with utmost discretion and maintain data security in all administrative processes.
• Liaise with internal departments and external stakeholders to facilitate smooth communication and workflow.
• Ensure regulatory compliance by monitoring deadlines and assisting in the preparation of required filings and reports.
• Organize and maintain office files and records systematically for quick access and retrieval.
• Assist in ad hoc administrative tasks to support company operations and management requirements.