Company Secretary

Crescent Rice Mill Limited – Company Secretary

Location: Kano Reports To: Management / Head of Administration

Job Purpose

• The Secretary is responsible for providing effective administrative, clerical and organisational support to ensure the smooth running of the company's daily operations. The role involves managing correspondence, maintaining records, coordinating meetings, handling documentation and facilitating effective communication between management, employees, visitors and other stakeholders.
• The successful candidate must demonstrate professionalism, confidentiality, attention to detail and the ability to manage multiple administrative responsibilities in a fast-paced manufacturing environment.

Key Responsibilities

Administrative Support:

• Provide day-to-day secretarial and administrative support to management and relevant departments.
• Prepare, type, format and edit official letters, reports, memos and other company documents.
• Maintain proper filing systems for both physical and electronic records.
• Receive, sort and distribute incoming correspondence and ensure timely dispatch of outgoing documents.
• Maintain office supplies and communicate replenishment needs.

Communication and Correspondence:

• Receive and attend to telephone calls, emails and official enquiries professionally.
• Welcome visitors and direct them to the appropriate departments or personnel.
• Communicate official information and instructions accurately.
• Maintain proper records of important communications and correspondence.

Meeting and Documentation Management:

• Schedule meetings, prepare meeting notices and coordinate meeting arrangements.
• Prepare meeting agendas and take accurate minutes during meetings.
• Maintain records of meeting resolutions, action points and follow-up activities.
• Ensure that important documents are properly organised and readily accessible.

Record Keeping and Data Management:

• Maintain accurate administrative records, registers and databases.
• Assist in preparing periodic administrative reports.
• Ensure proper documentation and safe custody of confidential company information.
• Support the retrieval and organisation of employee, operational and management records when required.

General Office Coordination:

• Monitor the general condition and organisation of the administrative office.
• Liaise with other departments to facilitate the smooth flow of information.
• Assist with administrative arrangements for company activities and official engagements.
• Perform other duties reasonably assigned by management.

Requirements

• Educational Qualifications
• Minimum of OND/HND or Bachelor's Degree in Secretarial Studies, Office Administration, Business Administration or a related discipline.
• Professional certification in Secretarial Administration or Office Management will be an added advantage.

Experience

• 2–3 years' relevant experience in a secretarial or administrative position.
• Experience in a manufacturing, production or industrial environment will be an added advantage.

Required Skills and Competencies:

• Excellent written and verbal communication skills.
• Good organisational and time-management abilities.
• Proficiency in Microsoft Word, Excel, PowerPoint and email management.
• Strong typing, documentation and record-keeping skills.
• Ability to handle confidential information with discretion.
• Good interpersonal and customer service.