Job Details
Experience Needed:
Career Level:
Education Level:
Salary:
Job Categories:
Skills And Tools:
Job Description
1. Maintain office services
- Perform duties in efficient, professional and courteous manner.
- Assign and monitor clerical, administrative and secretarial responsibilities and tasks among
- office staff.
- Allocation of resources to enable task performance.
- Follow-up assigned tasks by managers to meet deadlines.
- Arrange and maintain office calendar.
- Types and sends any needed correspondences (letters, faxes, e-mails... etc).
- Answer telephones and manage communications.
- Set up meetings and taking notes, typing meeting minutes, prepare reports & reminding of any point that needs follow-up.
- Coordinate travel & accommodation reservations.
- Meet guests and refer them to the specific individuals.
- Handle customers and visitors inquiries and complaints.
- Handle events, projects coordination and follow up tasks as requested.
2. Supervise office staff
- Coordinate office staff activities to ensure maximum efficiency.
- Evaluate and manage staff performance.
- Recruit and select office staff.
- Organize orientation and training of new staff members.
- Coach and discipline office staff.
- Manage internal staff relations.
3. Maintain office records
- Design and implement filing systems.
- Ensure filing systems are maintained and current.
- Establish procedures for record keeping.
- Monitor record keeping.
- Handling incoming & outgoing documents.
- Ensure security and confidentiality of data.
- Create spread sheets and data sorting as requested.
- Preparing supporting data as requested.
- Prepare proposals, presentations and briefs as requested.
4. Maintain office efficiency
- Plan and implement office systems, layout and equipment procurement.
- Design and implement office policies and procedures as needed.
- Ensure office policies and procedures are being adhered to.
- Implement procedural and policy changes to improve efficiency.
- Prepare reports and schedules to ensure efficiency.
- Analyze and monitor related internal processes.
- Monitor and maintain office supplies inventory.
- Review and approve office supply acquisitions.
- Maintain a safe and secure working environment.
- Pursue personal development of skills and knowledge necessary for the effective performance of the role.
5. Perform other related duties as required
Job Requirements
- Qualifications: BSc. Degree from a reputable university (preferably administration / accounting)
- Gender: Females only.
- Experience: 2-4 Years in similar position
Knowledge:
The Admin Assistant must have proficient knowledge in the following areas:
- Knowledge of office administration
- Knowledge of human resource management and supervision
- Ability to maintain a high level of accuracy in preparing and entering information
Skills:
The Admin Assistant must demonstrate the following skills:
- Excellent interpersonal skills
- Team building skills
- Analytical and problem solving skills
- Decision making skills
- Affective verbal and listening communications skills
- Attention to detail and high level of accuracy
- Very effective organizational skills
- Effective written communications skills
- Computer skills including: the spreadsheet and word-processing programs, and e-mail at a highly proficient level
- Stress management skills
- Time management skills
Personal Attributes:
- The Admin Assistant must maintain strict confidentiality in performing his duties.
The Admin Assistant must also demonstrate the following personal attributes:
- Be honest and trustworthy
- Be respectful
- Possess cultural awareness and sensitivity
- Be flexible
- Demonstrate sound work ethics