Administrative Assistant

As an Administrative Assistant you will play a crucial role in ensuring the smooth functioning of daily operations within an office environment. You will provide administrative and clerical support to the management team and other staff members and assist in maintaining efficient office operations by performing various tasks and handling a wide range of responsibilities including, but not limited to:

1. Provide overall administrative support to the office by managing and organizing files, documents, and records. Assist in handling incoming and outgoing correspondence, including emails, phone calls, and mail.

2. Assist in scheduling appointments, meetings, and events. Manage calendars for executives or team members. Preparing meeting agendas, taking minutes, and distributing relevant materials. Following up on action items and ensuring timely completion.

3. Coordinate and make travel arrangements , including booking flights, accommodations, and transportation when required. Prepare travel itineraries and ensure compliance with travel policies.

4. Enter data accurately into databases or spreadsheets. Maintain and update records, files, and documentation. Ensure data integrity and confidentiality. Drafting and preparing documents, reports, and presentations as needed.

5. Monitor and maintain inventory of office supplies. Place orders for necessary supplies, equipment, or materials. Coordinate with vendors and suppliers to ensure timely delivery.

6. Compose, edit, and proofread correspondence, reports, and other documents. Prepare and distribute internal communications such as memos, notices, and announcements. Assist in drafting presentations and reports.

7. Maintain an efficient filing system, both physical and digital. Ensure documents and records are appropriately labeled, stored, and easily retrievable.

8. Assist in maintaining a clean and organized office environment. Coordinate repairs and maintenance for office equipment, facilities, and services as needed. Report any issues or concerns promptly.

9. Collaborate with colleagues and provide support as needed. Assist in coordinating projects, tracking progress, and meeting deadlines. Participate in team meetings and contribute to discussions.

10. Provide general support to staff members and assist in coordinating internal communications and disseminating information to team members.

11. Sort and distribute incoming mail and packages. Prepare outgoing mail and packages, including courier services. Handle and distribute electronic correspondence as required.

12. Perform various ad hoc tasks as assigned by supervisors or management. Assist with special projects, research, or other assignments as required.

Qualifications and Skills

∙ High school diploma or equivalent; additional education or certifications are a plus.

∙ Proven experience as an office assistant or in a similar administrative role is preferred.

∙ Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint,

Outlook Teams and other relevant tools).

∙ Strong organizational and time management skills with the ability to multitask and prioritize tasks

effectively.

∙ Excellent verbal and written communication skills.

∙ Attention to detail and accuracy in data entry and record keeping.

∙ Ability to maintain confidentiality and handle sensitive information with discretion.

∙ Strong interpersonal skills and the ability to work well both independently and as part of a team.

∙ Problem-solving abilities and a proactive approach to resolving issues.

∙ Flexibility and adaptability to changing work priorities and environments.

Job Type: Full-time

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site parking
• Vision care

Schedule:

• Monday to Friday

Work Location: In person