Administrative Assistant
Duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports MD and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures.
Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reports to the MD or head of a unit/department.
Responsibilities:
- Answer and direct phone calls and pass them on
- Reply to email, telephone or face to face enquiries
- Organize and schedule meetings and appointments
- Maintain contact lists
- Produce and distribute correspondence memos, letters, faxes and forms
- Assist consultants with project documentation
- Provide information by answering questions and requests
- Take dictation & accurate minutes of meetings
- Research and create presentations
- Contribute to team effort by accomplishing related results as needed
- Write letters and emails on behalf of other office staff
- Book conference calls, taxis, couriers, hotels etc.
- Prepare and monitor invoices
- Submit and reconcile expense reports
- Assist in the preparation & generation of regularly scheduled reports
- Carry out administrative duties e.g. filing, typing, copying, binding, scanning etc.
- Develop and maintain a computer and manual filing systems
- Handle sensitive information in a confidential manner
- Resolve administrative problems, and implement improvements to make them more efficient
- Maintain up-to-date employee leave records
- Assist consultants with project documentation
- Receive, sort and distribute the mail
- Book travel arrangements
- Order & manage office supplies & equipment
- Attention to detail and problem-solving skills
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
- Proficient in MS Office
- At least 4 years of experience in the field or in a related area
- GCE A Levels or any Diploma
