Assistant Administrative Officer (225-720)

An Assistant Administrative Officer plays a pivotal role in ensuring the smooth and efficient operation of an office environment. This position is integral to supporting senior administrative staff and streamlining office procedures. The Assistant Administrative Officer is responsible for managing various administrative tasks, coordinating office activities, and providing essential support to different departments within the organization. They handle routine clerical and organizational tasks such as data entry, file management, scheduling appointments, and supervising the flow of correspondence. Additionally, they play a crucial role in terms of communication, acting as a point of contact for internal and external stakeholders. To thrive in this role, an individual should be highly organized, have excellent communication skills, and possess the ability to multitask in a dynamic work setting. Their contribution significantly influences the productivity and efficiency of the entire organization.

Responsibilities

• Manage and coordinate office activities to ensure smooth operation of daily tasks.
• Assist senior administrators with scheduling meetings, appointments, and managing calendars.
• Organize and maintain files, records, and other essential documentation accurately.
• Develop and implement office procedures to enhance efficiency and productivity.
• Serve as the primary contact point for office inquiries and communication with stakeholders.
• Prepare and produce documentation, reports, and presentations for team meetings.
• Supervise and monitor office supplies and place orders when necessary to maintain inventory.
• Coordinate travel arrangements, including flights, accommodations, and itineraries for staff.
• Support financial processes by assisting with budget preparation and expense tracking.
• Facilitate new employee onboarding and training by preparing necessary documentation.
• Ensure office compliance with company policies and health and safety regulations.
• Provide technical support and troubleshoot basic office equipment and system issues.

Requirements

• Bachelor's degree in Business Administration or related field is preferred.
• Minimum of 3 years experience in an administrative or assistant role.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint.
• Excellent verbal and written communication skills are essential.
• Strong organizational and multitasking abilities in a fast-paced environment.
• Demonstrated attention to detail and problem-solving skills.
• Ability to work independently and collaboratively within a team setting.