Administrative Assistant

Purpose

As Administrative Assistant, you ensure seamless daily operations by providing comprehensive administrative support for your scope of work (department, executive, or project), contributing to efficient workflows, organized processes, and clear communication, while exhibiting diplomacy and discretion, working effectively in a confidentiality environment, and demonstrating a sense of time and priority management

Responsibilities

• Organize and maintain essential documents, draft and format professional correspondence, and ensure accurate record-keeping for easy retrieval.
• Manage calendars, schedule meetings, and coordinate appointments, ensuring timely communication and reminders.
• Arrange and optimize travel logistics, including detailed itineraries for flights, hotels, and transportation.
• Support meeting preparation by managing logistics, drafting agendas, and coordinating follow-ups to ensure alignment of deliverables.
• Assist in managing internal projects and initiatives, by tracking timelines, organizing resources, and facilitating task completion.
• Process and track expense reports and purchase requests while ensuring compliance with policies.
• Manage office supplies inventory, ensuring materials are available as needed to maintain operational continuity.
• Act as the point of contact for routine communication with internal and external stakeholders, escalating issues as required.

Education

High School Diploma + Vocational Training / Advanced Technical Certificate

Experience

• 3 to 5 years of experience in a similar administrative assistant role.
• Regular usage office software (Microsoft Office Suite) to create complex documents, spreadsheets, and presentations.
• Fluent in writing and speaking English.

Functional Competencies

• Calendar, Schedule, and Travel Coordination
• Document and Correspondence Management
• Meeting and Event Coordination
• Office Applications Proficiency
• Data and Expense Management
• Data collection and entry

Key skills/competency

• Administrative Support
• Calendar Management
• Travel Coordination
• Document Management
• Microsoft Office Suite
• Expense Reporting
• Communication Skills
• Record Keeping
• Project Coordination
• Discretion