General job description:

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices, and procedures.

Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reports to a manager / CEO assistant/ CEO.

Responsibilities:

• Answer and direct phone calls
• Organize and schedule appointments and meetings and take accurate minutes of meetings when required.
• Maintain contact lists.
• Produce and distribute correspondence memos, letters, emails, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Take dictation
• Research and creates presentations, Handle multiple projects
• Generate reports
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize travel arrangements for senior managers
• Write letters and emails on behalf of other office staff
• Book conference calls, rooms, taxis, couriers, hotels, etc.
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Maintain up-to-date employee holiday records
• Photocopy and print out documents on behalf of other colleagues
• Provide polite and professional communication
• Implement clerical duties and administrative processes
• Conduct data entry
• Confirm restaurant reservations for senior staff
• Coordinate the activities of all the drivers and report.
• Post vehicle movement on platform
• Post reminders for the timely renewal of official documents

Requirements:

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• Minimum qualification Diploma.
• Excellent personality and character and get along well with colleagues
• Administrative ass and management experience for three to five years at least

Administrative assistant skills & proficiency:

• Accuracy
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment
• Patience
• Resourcefulness
• Anticipates Needs
• Emotional Intelligence
• Flexibility
• Editing and Proofreading
• Microsoft Office Skills
• Typing Skills

• Administrative Writing Skills
• Proficiency in Microsoft Office
• Analysis
• Professionalism
• Problem Solving
• Supply Management
• Inventory Control
• Verbal Communication
• Office Administration Procedures
• Typing
• Attention to Detail
• Reporting Skills