Administrative Assistant (225-623)

An Administrative Assistant plays a crucial role in ensuring the efficient operation of an office environment. This position involves supporting managers and employees through a variety of tasks related to organization and communication. The ideal candidate will be a self-starter with a professional demeanor, capable of managing multiple tasks with a high level of professionalism and confidentiality. Administrative Assistants are responsible for maintaining order in the office, providing excellent customer service, and representing the company in a positive light. Whether it's managing schedules, maintaining records, or coordinating meetings, the Administrative Assistant is a key contributor to the workplace's productivity and efficiency. This role is vital for seamless business operations and requires strong organizational skills and a keen eye for detail.

Responsibilities

• Organize and schedule appointments to ensure no overlapping or missed meetings.
• Plan meetings and take detailed minutes to ensure accurate records of proceedings.
• Write and distribute email, correspondence memos, letters, and forms proficiently.
• Assist in the preparation of regularly scheduled reports, ensuring timely completion.
• Develop and maintain a filing system that is efficient and easily accessible.
• Update and maintain office policies and procedures to reflect current standards.
• Order office supplies and research new deals and suppliers for cost-efficiency.
• Maintain contact lists and manage databases with precision and confidentiality.
• Book travel arrangements and handle itineraries for managers and employees.
• Submit and reconcile expense reports accurately, within established timelines.
• Provide general support to visitors, ensuring a friendly and professional welcome.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

Requirements

• Proven experience as an Administrative Assistant or Office Admin Assistant.
• Knowledge of office management systems and procedures is highly desirable.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent written and verbal communication skills, with keen attention to detail.
• Strong organizational and planning skills in a fast-paced environment.
• Ability to multitask and prioritize work effectively under pressure.
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus.