Admin Assistant
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Key skills for this role
About the Role
Provide advanced administrative support, manage schedules, coordinate meetings, and ensure compliance with policies while being proficient in Microsoft Office and English.
Key Skills for This Role
Responsibilities
- Arrange meetings, conference calls, and appointments; reserve meeting rooms and manage calendars
- Provide administrative support including managing schedules, preparing meeting materials, and handling travel arrangements
- Prepare official letters, memos, and internal/external communication
- Answer, screen, and direct phone calls and emails to appropriate parties
- Ensure office is well stocked with necessary supplies and equipment; coordinate repairs and order new equipment
- Act as a point of contact between management and employees, clients, and other stakeholders
- Develop and maintain an organized and efficient filing system (both physical and digital)
- Prepare agendas, take meeting minutes, and distribute them to relevant parties
- Welcome and assist visitors, ensuring they are directed to the appropriate personnel or department
Requirements
- Ability to handle sensitive information with discretion
- Proficiency in administrative support tasks such as scheduling, travel arrangements, and correspondence
- Strong organizational and communication skills
Full Job Posting
Role Purpose
- To provide the department with advanced, high level administrative support. The role demands handling sensitive information with the utmost discretion, coordinating critical activities, and proactively managing departmental processes while adhering to stringent timelines, KPIs, agreed budgets and ad
Key Accountability Areas Administration
- Arranging meetings, conference calls, and appointments, reserving meeting rooms, and managing calendars.
- Providing administrative support, including managing schedules, preparing meeting materials, and handling travel arrangements.
- Prepare official letters, memos, and internal/external communication for internal and external parties.
- Answering, screening, and directing phone calls and emails to the appropriate parties.
- Provide specialized administrative and support services for the Immediate Superior.
- Coordinate the information flow and incoming correspondence per the priority guidelines set by the Immediate Superior.
- Ensuring the office is well stocked with necessary supplies and equipment.
- Coordinating repairs, ordering new equipment, and ensuring everything functions properly.
- Acting as a point of contact between management and employees, clients, and other stakeholders.
Operational Efficiency & Support
- Act as a key advisor to the Immediate Superior, ensuring all action items and pending matters are addressed promptly and efficiently.
- Develop and maintain an organized and efficient filing system (both physical and digital), ensuring quick retrieval and secure storage of critical documents.
- Prepare agendas, take meeting minutes, and distribute them to relevant parties.
- Welcoming and assisting visitors, ensuring they are directed to the appropriate personnel or department.
Policies, Processes, and Procedures
- Conduct day to day activities while ensuring compliance with policies and procedures.
- Contribute to the identification of opportunities for continuous improvement of systems, processes taking into account leading practices, changes in the business environment, cost reduction, and productivity improvement.
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