Administrative Assistant I

Roles and responsibilities

An Administrative Assistant is a key player in ensuring smooth office operations, providing support to managers, teams, or departments. Below are the essential skills required for an Administrative Assistant role:

1. Organizational Skills

• Task Management: Prioritizing and managing multiple tasks or projects simultaneously.
• Record Keeping: Filing, organizing, and maintaining both physical and digital documents.
• Scheduling: Coordinating calendars, appointments, and meetings effectively.

2. Communication Skills

• Verbal Communication: Professional phone etiquette and in-person interactions.
• Written Communication: Crafting clear, concise, and error-free emails, memos, or reports.
• Interpersonal Skills: Building positive relationships with team members and clients.

3. Technical Skills

• Office Software Proficiency:
  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Google Workspace (Docs, Sheets, Calendar).
• Typing and Data Entry: Fast and accurate keyboarding skills.
• Technology Savvy: Familiarity with office equipment (e.g., printers, scanners) and troubleshooting basic IT issues.

4. Time Management

• Meeting deadlines and ensuring timely completion of tasks.
• Managing a busy office schedule and avoiding bottlenecks.
• Balancing priorities for multiple stakeholders.

5. Problem-Solving Skills

• Resolving minor technical or logistical issues quickly and efficiently.
• Addressing scheduling conflicts or operational challenges.

6. Attention to Detail

• Ensuring accuracy in documentation, scheduling, and correspondence.
• Double-checking work for errors or inconsistencies.

7. Discretion and Confidentiality

• Handling sensitive information with professionalism and maintaining strict confidentiality.
• Acting as a trusted assistant for confidential projects or communications.

8. Customer Service Skills

• Providing support to internal and external stakeholders with professionalism and courtesy.
• Handling inquiries, complaints, or requests effectively.

9. Adaptability and Flexibility

• Adjusting to changing tasks, priorities, or procedures quickly.
• Learning and adapting to new tools, technologies, or office protocols.

10. Teamwork and Collaboration

• Supporting colleagues and contributing to the success of group projects.
• Acting as a liaison between departments or external partners.

Desired candidate profile

• Review and maintain written and computer files, plus conduct data entry
• Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
• Research and collect information
• Assist with all budget activities, including accounting
• Help implement new programs, procedures, methods, and systems
• Conduct fiscal reviews, surveys, and collect information on administrative matters
• Responsible for preparation of confidential documents and reports
• Maintain meeting minutes
• Coordinate and schedule meetings and conferences
• Coordinate operations, including purchasing, equipment, property inventory, building, equipment, and disposal
• Maintain complete stock of all office supplies and accuracy of inventory
• Connect with procurement & HO Admin team for stationaries & consumables requirement for WH operations.
  

About The Requirements

• High school diploma is usually required. An associate’s degree from an accredited college or university is usually preferred, additional qualification as an Administrative assistant or Secretary will be a plus