Steno Secretary

Role & responsibilities

Transcription & Documentation:

• Take dictations in shorthand and transcribe them into clear, readable text (90-100 WPM).
• Prepare, edit, and format documents, reports, and correspondence as needed.
• Record minutes during meetings, conferences, or legal proceedings, ensuring accurate and organized documentation of discussions and decisions.

Filing & Record Management:

• Organize and maintain digital and physical files systematically, including client data, legal documents, and internal reports.
• Ensure all documents are labeled, indexed, and stored for easy retrieval, using structured filing systems.
• Periodically review and update filing systems to enhance efficiency and accessibility.

Data Handling & Confidentiality:

• Handle sensitive information with the utmost confidentiality, ensuring data security and compliance with organizational policies.
• Maintain organized and secure filing systems for quick access to important documents.

Administrative Assistance:

• Provide administrative support by assisting with calendar management, scheduling meetings, and coordinating office activities.
• Assist in organizing office tasks such as correspondence, report preparation, and day-to-day office operations.

Travel Coordination:

• Manage domestic and international travel arrangements, including flight bookings, visa processing, accommodation, and transportation.
• Prepare detailed itineraries and ensure all travel-related documents are organized and up to date.

Coordination & Communication:

• Collaborate with executives, managers, or legal teams to schedule meetings and ensure accurate documentation of business proceedings.
• Efficiently communicate to clarify details or verify transcriptions, ensuring clear understanding across departments.

General Support:

• Assist in general office operations such as maintaining office supplies and preparing reports or presentations.
• Manage tasks related to the scheduling of meetings, internal communications, and documentation required for business operations.

Preferred candidate profile

• Proficiency in shorthand with a typing speed of at least 80-100 words per minute.
• Strong command of grammar, punctuation, and formatting in both written and spoken communication.
• Familiarity with transcription tools, filing systems, and software (MS Office Suite, ERP systems).
• Excellent listening skills and attention to detail to ensure accurate transcriptions.
• Strong organizational skills for maintaining an efficient record-keeping and filing system.
• Ability to handle sensitive information confidentially and in compliance with privacy policies.
• Excellent time management, multitasking, and organizational abilities to meet deadlines effectively.
• Good communication skills to coordinate with various stakeholders and verify details.
• Experience with AI tools like ChatGPT is a plus.

Perks

• Competitive salary package.
• Exposure to an international working environment.
• Opportunities for professional growth and skill enhancement.