Job vacancy Administrative Assistant

We are seeking a reliable and proactive Administrative Assistant to provide essential support to our organization’s daily operations. The Administrative Assistant will play a vital role in maintaining office efficiency, managing administrative tasks, and assisting various departments. The ideal candidate should be highly organized, possess excellent communication skills, and be proficient in office software applications.

Office Management: Maintain a well-organized and tidy office environment, including managing office supplies, equipment, and facilities to ensure smooth daily operations.

Communication: Handle incoming calls, emails, and correspondence promptly and professionally. Relay messages to appropriate personnel and handle routine inquiries.

Scheduling: Manage calendars and schedules for executives and other team members. Coordinate and schedule meetings, appointments, and conferences.

Data Entry and Documentation: Accurately input and maintain data into company databases, spreadsheets, and other systems. Prepare and format documents, letters, reports, and presentations.

Travel Arrangements: Assist in making travel arrangements for employees, including booking flights, hotels, and transportation.

Meeting Support: Prepare meeting agendas, take meeting minutes, and distribute them to attendees. Arrange meeting rooms and provide necessary materials and equipment.

Record Keeping: Maintain and organize records, files, and documents, ensuring they are easily accessible and secure.

Expense Management: Assist in processing expense reports, verifying receipts, and coordinating with the finance department for timely reimbursement.

Office Correspondence: Prepare and distribute internal communications, including memos, announcements, and company-wide emails.

Event Coordination: Assist in planning and organizing company events, seminars, and workshops.

General Support: Provide general administrative support to various departments, assisting with photocopying, scanning, faxing, and mailing documents.

Problem Resolution: Address routine operational issues, escalating more complex matters to the appropriate personnel.

High school diploma or equivalent (Associates degree or higher preferred).

Proven experience as an Administrative Assistant or in a related administrative role is advantageous.

Proficient computer skills with a strong working knowledge of MS Office applications (Word, Excel, PowerPoint) and other relevant software.

Excellent communication skills, both written and verbal.

Strong organizational and time-management abilities to prioritize tasks effectively.

Attention to detail and accuracy in data entry and documentation.

Ability to handle sensitive and confidential information with discretion.

Strong interpersonal skills with the ability to work collaboratively in a team-oriented environment.