Secretary

We are a professional company located in Auckland CBD, providing education consultation and licensed immigration advisory services.   We are now seeking a Secretary to join our team and provide high-quality administrative and secretarial support to our advisers and staff.

Job Description / Key Duties and Responsibilities

1. Organize routine meetings of immigration advisers and other staff members, manage

attendance, prepare memorandum and other documentation of the meeting.

2. Provide support to advisers and staff members with file notes and correspondence and

provide proofreading and formatting support;

Format and copy-type proposals, and document templates in accordance with instructions

and dictation provided by advisers and staff members;

Maintain administrative and filing systems;

File management for advisers and staff members.

3. Maintain and manage advisers’ appointment, meeting and travel arrangements;

Send meeting and other calendar invitations on the advisers' behalf as well as create

calendar entries with key information, details, summaries, and instructions;

Make advisers' travel arrangements, book flights and accommodations, make car rental

reservations, prepare travel itineraries, organize conference, and event registrations, and

make restaurant reservations.

4. Receive, process, and distribute incoming mail;

Process, organize and keep records of outgoing mail.

5. Answer, file, screen, and transfer phone calls.

6. Take and transcribe dictation of letters and other documents.

7. Greet and welcome visitors and customers;

Ensure visitors are signed in and assigned to the corresponding advisers.

8. Implement management decisions and maintain records of meetings.

Hours of Work

Full-time position, minimum 30 hours per week

Monday to Friday, regular office hours

Pay Range

$35 – $37 per hour, depending on experience and qualifications

Minimum Skills, Experience and Qualifications

• Diploma or higher qualification in business administration or management
• Relevant secretarial or administrative experience is preferred
• Strong organisational and multitasking skills with attention to detail
• Excellent communication and interpersonal skills (both written and verbal)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office software