Administrative Assistant 28J25

An Administrative Assistant plays a pivotal role in ensuring the smooth operation of an organization. Tasked with handling a variety of administrative and clerical duties, the Administrative Assistant supports the efficient flow of communication and completion of tasks in a timely manner. This role is essential in helping the leadership team manage their time efficiently by handling routine tasks such as scheduling meetings, preparing reports, and organizing files. The ideal candidate is detail-oriented with excellent multitasking abilities. They should also possess strong communication skills, both verbal and written, and have an approachable, professional demeanor when interacting with staff, clients, or stakeholders.

Responsibilities

• Manage and organize daily schedules, appointments, and meetings for department heads.
• Prepare, draft, and proofread correspondence, reports, and presentations for accuracy.
• Maintain and update company databases, ensuring all information is accurate and current.
• Coordinate travel arrangements including flights, accommodations, and itineraries for executives.
• Assist with the preparation of meeting agendas, take meeting minutes and distribute as necessary.
• Handle incoming and outgoing communications, such as emails and phone calls professionally.
• Support office operations by ordering supplies and liaising with vendors and suppliers.
• Organize and maintain filing systems, keeping accurate records easily accessible for reference.
• Assist in the planning and execution of company events and activities.
• Screen and direct calls or visitors to the appropriate departments efficiently.
• Perform general office duties such as scanning, photocopying, and data entry as needed.
• Help in creating and maintaining positive working relationships within the office environment.

Requirements

• High school diploma or equivalent; further education is advantageous.
• Proven experience as an administrative assistant or similar administrative role.
• Proficiency in MS Office (MS Excel, Word, and Outlook, in particular).
• Excellent time management skills with a proven ability to meet deadlines.
• Strong organizational skills with attention to detail and problem-solving capacity.
• Ability to handle confidential information with integrity and discretion.
• Exceptional verbal and written communication skills required.