Administrative Assistant

Responsibilities:

• Answer and direct phone calls, Organize and schedule meetings and appointments, Maintain contact lists

• Produce and distribute correspondence memos, letters, faxes and forms, Assist in the preparation of regularly scheduled reports

• Develop and maintain a filing system, Order office supplies, Book travel arrangements, Submit and reconcile expense reports

• Provide general support to visitors ,Provide information by answering questions and requests, Research and creates presentations

• Generate reports, Handle multiple projects, Prepare and monitor invoices

• Develop administrative staff by providing information, educational opportunities and experiential growth opportunities

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

• Contribute to team effort by accomplishing related results as needed

• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

• Organize travel arrangements for senior managers

• Write letters and emails on behalf of other office staff

• Book conference calls, rooms, taxis, couriers, hotels etc.

• Cover the reception desk when required

• Maintain computer and manual filing systems

• Handle sensitive information in a confidential manner

• Take accurate minutes of meetings

• Coordinate office procedures

• Reply to email, telephone or face to face enquiries

• Develop and update administrative systems to make them more efficient

• Resolve administrative problems

• Receive, sort and distribute the mail

• Answer telephone calls and pass them on

• Manage staff appointments

• Oversee and supervise the work of junior staff

• Maintain up-to-date employee holiday records

• Coordinate repairs to office equipment

• Greet and assist visitors to the office

• Photocopy and print out documents on behalf of other colleagues

Requirements:

• Proven admin or assistant experience

• Knowledge of office management systems and procedures

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills

• Proficient in MS Office

• At least 7 years of experience in the field or in a related area

• High school diploma or equivalent; college degree preferred