Responsibilities:

1. Administrative Support: Perform general clerical duties, including answering phone calls, managing correspondence, scheduling appointments, and maintaining accurate records. Prepare and modify documents such as reports, memos, and presentations as required.
2. Office Coordination: Assist in managing office supplies and equipment, ensuring their availability and proper functioning. Coordinate with vendors and service providers for office maintenance and repairs. Support office events and meetings by arranging logistics, including room bookings, catering, and audiovisual equipment setup.
3. Communication and Correspondence: Handle incoming and outgoing mail, emails, and other forms of communication. Respond to inquiries and requests promptly and professionally. Maintain contact lists and update organizational directories.
4. Database Management: Maintain and update databases, ensuring accuracy and completeness of information. Assist with data entry, data verification, and data analysis tasks as necessary.
5. Records Management: Organize and maintain physical and electronic filing systems. Ensure confidentiality and security of sensitive information. Retrieve and distribute documents as required.
6. Support Team Collaboration: Assist team members with administrative tasks, including photocopying, scanning, and printing documents. Collaborate with colleagues to streamline processes and enhance office efficiency.
7. Reception Duties: Greet and assist visitors in a courteous and welcoming manner. Direct them to the appropriate personnel or department. Manage incoming calls and handle inquiries or redirect them to the relevant individuals.
8. Special Projects: Support special projects, initiatives, and events as assigned. Conduct research, compile data, and prepare reports or presentations as required.

Skills

Qualifications and Skills:

• High school diploma or equivalent (additional education or certifications in office administration is a plus).
• Proven experience as an office assistant, administrative assistant, or similar role.
• Proficient in using office software, including word processing, spreadsheet, and presentation tools (e.g., Microsoft Office, Google Workspace).
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in handling administrative duties.
• Exceptional verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong interpersonal skills and the ability to work well independently and as part of a team.
• Problem-solving and decision-making abilities.
• Flexibility and adaptability to handle changing priorities and work in a fast-paced environment.