About the role

The role report directly to CAO

The administrative assistant is responsible for running and coordinating an organisation’s day-to-day administrative duties and office.

Administrative assistant highlights the importance of organisational skills, communication skills and the capacity to manage several tasks or requests simultaneously. Soft skills such as being professional and exceptional time management are also valuable.

Key responsibilities

  • Scheduling meetings and appointments
  • Ordering and taking stock of office supplies
  • Assists office staff in maintaining files and databases
  • Monitors office operations
  • Answering and directing phone calls to relevant staff
  • Being a point of contact for a range of staff and external stakeholders
  • Preparing documents for meetings and business trips
  • Processing and handling mail and incoming packages or deliveries
  • Greeting and directing visitors and new staff to the organisation
  • Maintain the office condition and arrange necessary repairs
  • Organise office operations and procedures
  • Coordinate with IT department on all office equipment
  • Writing and issuing emails to teams and departments on behalf of teams or senior staff
  • Researching and booking travel arrangements for staff members
  • Finding ways to improve administrative processes
  • High level of attention to detail and ability to quickly solve problems
  • Support Hr department: update and maintain office policies as necessary; assist in the onboarding process for new hires
  • Preparing documents for meetings and business trips
  • Processing and directing mail and incoming packages or deliveries
  • Greeting and directing visitors and new staff to the organisation
  • Writing and issuing emails to teams and departments on behalf of teams or senior staff
  • Researching and booking travel arrangements for staff members
  • Finding ways to improve administrative processes

Qualifications and requirements

  • Proficiency in MS Office, with exceptional knowledge of Excel and PowerPoint
  • two years of experience o more related experience

Skills

  • Attention to Detail — The job requires being careful about detail and thorough in completing work tasks.
  • An ability to work effectively as part of a team as well as independently
  • Ability to deal with multiple tasks
  • A positive attitude, strong self-motivation and organisation and a high level of adaptability and flexibility are critical.
  • Dependability — The job requires being reliable, responsible, dependable, and fulfilling obligations.
  • Self-Control — The job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behaviour, even in difficult situations.