Secretary at IDC

Job Description

• To provide comprehensive secretarial, administrative, and office management support to the Head of Corporate Strategy and Innovation. The role is responsible for ensuring the efficient coordination of departmental activities, managing communication and schedules, maintaining records, and supporting governance, stakeholder engagement, and strategic initiatives within the department.

Qualification and Experience

• Diploma in Office Administration, Business Administration, Management Assistant, Secretarial Studies, or a related field.
• Minimum of 2-5 years' experience in a secretarial, or administrative support role.
• Experience supporting a senior executive or Head of Department.
• Experience within a corporate, strategy, innovation, or professional services
  environment will be advantageous.
• Knowledge of data and administrative management practices and procedures, business and management principles.
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Business writing and professional communication.
• Office administration and secretarial practices.
• Corporate governance and meeting administration.

Roles and Responsibilities

Secretarial Support

• Provide dedicated secretarial and administrative support to the Head of Department.
• Manage and maintain the Head's diary, appointments, and meeting schedules.
• Coordinate travel arrangements, accommodation bookings, and travel documentation.
• Screen and manage incoming calls, emails, and correspondence.
• Draft, format, and distribute correspondence, reports, presentations, and meeting documentation.
• Ensure effective management of the Head's office and administrative processes.

Meeting and Governance Coordination

• Coordinate departmental meetings, workshops, strategy sessions, and stakeholder engagements.
• Prepare meeting packs, agendas, and supporting documents.
• Attend meetings where required and compile accurate minutes and action logs.
• Monitor and follow up on action items arising from meetings.
• Ensure proper filing and safekeeping of governance and departmental records.

Document and Information Management

• Establish and maintain an efficient electronic and manual filing system.
• Manage confidential documents and information with a high level of discretion.
• Assist with the preparation, review, and distribution of strategic and departmental reports.
• Maintain records of departmental submissions, approvals, and correspondence.

Stakeholder Coordination

• Serve as a liaison between the Head of Department, internal stakeholders, and external partners.
• Coordinate communication and information flow within the department.
• Build and maintain positive working relationships with stakeholders at all levels.
• Facilitate arrangements for stakeholder meetings and engagements.

Financial Administration

• Assist with processing purchase requisitions, invoices, and payment requests.
• Monitor departmental administrative expenses and maintain supporting records.
• Track and follow up on outstanding invoices and service provider payments
  where required.

Departmental Coordination

• Coordinate logistical arrangements for departmental events, workshops, and strategy sessions.
• Maintain office supplies and ensure availability of resources.
• Support onboarding arrangements for new employees within the department.
• Assist with departmental projects and special assignments as requested.

Job Requirements

TECHNICAL/FUCNTIONAL COMPETENCIES

• Analytical and problem-solving
• Negotiation and Influencing
• Attention to detail
• Planning and Organizing
• Professionalism and discretionary
• Excellent scheduling and time management skills
• Good written and verbal communication skills
• Ability to liaise and engage with both internal and external clients
• Ability to use own initiative and function with minimal instruction

BEHAVIOURAL COMPETENCIES

• Results Oriented.
• Ethical Commitment
• Balanced Judgment and accountable leadership
• Relationship Building & Networking
• Ability to multitask and thrive under work pressure