Office Secretary Job Description

As an Office Secretary, you play a crucial role in ensuring the smooth functioning of daily operations within an office setting. Your responsibilities encompass a wide range of administrative tasks that support the overall efficiency and effectiveness of the workplace.

Key Responsibility Areas (KRA) & Key Performance Indicators (KPI)

1. Office Administration

KRA: Managing office operations and administrative tasks to facilitate a productive work environment.

Short Description: Overseeing office operations for seamless workflow.

• Efficiency in handling incoming/outgoing correspondence
• Timely organization of meetings and appointments
• Maintaining office supplies inventory at optimal levels
• Accuracy in documentation and record-keeping

2. Communication Management

KRA: Facilitating effective communication between internal and external stakeholders.

Short Description: Ensuring clear and timely communication within and outside the organization.

• Response time to emails and calls
• Accuracy in message relay and information dissemination
• Professionalism in handling inquiries and requests
• Maintaining confidentiality in communication

3. Schedule Coordination

KRA: Managing schedules and calendars to optimize time management for executives.

Short Description: Efficiently organizing and coordinating appointments and meetings.

• Meeting attendance punctuality
• Schedule accuracy and updates
• Proactive scheduling of appointments
• Minimizing conflicts in scheduling

4. File and Data Management

KRA: Maintaining and organizing files and data for easy retrieval and reference.

Short Description: Ensuring structured data management for enhanced efficiency.

• Accuracy in filing and categorizing documents
• Timely retrieval of requested information
• Data confidentiality and security measures
• Regular data backups and maintenance

5. Travel Coordination

KRA: Coordinating travel arrangements and accommodations for staff and executives.

Short Description: Streamlining travel logistics for seamless business trips.

• Efficiency in booking flights and accommodations
• Accuracy in travel itineraries and schedules
• Cost-effective travel planning
• Handling travel emergencies effectively

Real-Time Example of KRA & KPI

Meeting Attendance Punctuality

KRA: Ensuring punctuality in attending scheduled meetings is crucial for maintaining operational efficiency.

• KPI 1: Percentage of meetings attended on time
• KPI 2: Average time deviation from scheduled meeting times
• KPI 3: Feedback on meeting punctuality from stakeholders
• KPI 4: Number of rescheduled meetings due to tardiness

Tracking these KPIs helps in evaluating the secretary’s time management skills and their impact on overall productivity.

Key Takeaways

• KRA defines what needs to be done, whereas KPI measures how well it is done.
• KPIs should always be SMART (Specific, Measurable, Achievable, Relevant, Time-bound).
• Regular tracking and adjustments ensure success in Office Secretary role.

Ensure your performance objectives are aligned with these KRAs and KPIs to excel in your role as an Office Secretary.