Office Assistant (225-813)

An Office Assistant plays a crucial role in supporting the smooth and efficient operations of an office. This role requires an organized and detail-oriented individual who can manage a variety of administrative tasks such as scheduling, filing, and maintaining correspondence. The Office Assistant acts as a point of contact for both internal and external communications, managing basic office duties, assisting with workflow processes, and performing clerical tasks to support the office team. This position offers an opportunity to gain experience in office management and contribute to the organization’s productivity by ensuring a provision of effective administrative support. A successful Office Assistant should possess good communication skills, be proactive, and have the ability to manage time effectively in a dynamic work environment.

Responsibilities

• Organize and schedule meetings and appointments for office staff and management.
• Maintain the office filing system both electronically and physically for easy access.
• Assist in the preparation of regularly scheduled reports for management and staff.
• Communicate effectively with clients, suppliers, and colleagues to relay messages and inquiries.
• Order and maintain supplies inventory by anticipating needed supplies and verifying receipt of supplies.
• Coordinate with IT department on all office equipment to ensure smooth operations.
• Manage office communication, including answering phone calls and responding to emails promptly.
• Handle sensitive information in a confidential manner while maintaining professionalism.
• Assist with different projects and perform other clerical duties as assigned by supervisors.
• Welcome visitors and direct them to the appropriate personnel or department efficiently.
• Prepare appropriate documentation and materials for meetings and presentations.
• Ensure a clean, tidy, and organized workspace conducive to productivity and efficiency.

Requirements

• High school diploma or equivalent; additional qualifications are a plus.
• Proven experience as an office assistant or in another relevant administrative role.
• Excellent communication skills both written and verbal in English.
• Strong organizational skills with the ability to multitask in a busy office environment.
• Proficient in Microsoft Office Suite, especially MS Word and MS Excel.
• Attention to detail with problem-solving skills in managing office tasks.
• Ability to work independently and as part of a team with minimal supervision.