Office Administrative Assistant

Roles and responsibilities

• Execute day-to-day administrative tasks with efficiency and precision.
• Prepare and edit documents, presentations, and reports ensuring accuracy and adherence to company standards.
• Maintain organized filing systems, both physical and digital, to facilitate efficient document retrieval.
• Schedule and organize project-related meetings, ensuring all stakeholders are informed of key dates and deliverables.
• Draft and edit professional emails, letters, and other correspondence as needed.
• Implement and maintain document control procedures, ensuring that all project documents are accurately labeled, stored, and accessible to the project team.
• Collaborate with project managers and team members to assist in project-related administrative tasks.
• Compile and organize project documentation, including contracts, specifications, and drawings, ensuring they are readily accessible for the team.
• Assist in data entry tasks related to project milestones, timelines, and resource allocation.
• Generate basic reports and analyses to support project managers in monitoring project progress.

Qualifications

• Diploma or Degree in Business Administration, Office Management, or a related field is preferred.
• Minimum of 2 years of administrative experience, preferably in a professional services or engineering environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and multitasking abilities with a keen eye for detail.
• Strong communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A proactive and positive attitude, with the ability to work both independently and collaboratively in a team.

Desired candidate profile

As an Administrative Assistant, the following skills are essential to effectively support executives, teams, and business operations:

1. Organizational Skills

• Time Management: Ability to prioritize tasks, manage deadlines, and handle multiple responsibilities efficiently.
• Attention to Detail: Ensuring accuracy in all aspects of the role, from scheduling to document preparation.
• File Management: Keeping both physical and digital files organized for easy retrieval.

2. Communication Skills

• Verbal and Written Communication: Clear and concise communication with internal and external stakeholders, via email, phone, or in person.
• Customer Service: Offering professional support and handling inquiries or complaints in a polite and efficient manner.
• Interpersonal Skills: Building relationships with coworkers, clients, and executives to create a productive environment.

3. Technical Skills

• Microsoft Office Suite: Proficient in Word, Excel, PowerPoint, and Outlook for document creation, data management, and communication.
• Project Management Software: Familiarity with tools like Asana, Trello, or Microsoft Project for task tracking and scheduling.
• Database Management: Basic knowledge of database systems for managing contacts, schedules, and other records.
• Virtual Tools: Proficiency with video conferencing tools (Zoom, Microsoft Teams) and collaboration platforms (Slack, Google Workspace).

4. Problem-Solving Skills

• Resourcefulness: Ability to anticipate challenges and find solutions efficiently.
• Decision-Making: Making informed decisions when handling routine tasks or responding to unexpected issues.

5. Scheduling & Calendar Management

• Appointment Scheduling: Coordinating meetings, travel arrangements, and events.
• Calendar Management: Efficiently managing executives' or teams' calendars, ensuring no conflicts and maximizing time efficiency.

6. Confidentiality & Discretion

• Handling sensitive company information with care and maintaining discretion when necessary.
• Managing confidential documents, financial data, or personal information.

7. Accounting & Budgeting (Basic)

• Expense Tracking: Monitoring and processing invoices, receipts, and petty cash.
• Budget Management: Assisting with budget creation or monitoring departmental spending.

8. Event Planning

• Coordinating logistics for meetings, conferences, company events, or team-building activities.
• Handling travel arrangements, venue bookings, and catering.

9. Adaptability

• Multitasking: Ability to switch between tasks and adapt quickly to changing priorities.
• Stress Management: Maintaining composure during high-pressure situations.