Administrative Assistant I

Roles and responsibilities

1. Administrative Support:

• Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare materials for meetings, presentations, and reports.
• Screen, prioritize, and manage correspondence, emails, and phone calls.

2. Task Coordination:

• Serve as a point of contact between the Executive Director and internal/external stakeholders.
• Ensure follow-up on outstanding tasks and commitments.

3. Office Management:

• Maintain the organization of the Executive Director’s outlook and ensure all documents are filed in an organized manner and readily accessible
• Handle expense reporting, invoicing

4. Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and professionalism.

5. Relationship Management:

• Build strong working relationships with internal teams and external stakeholders.
• Represent the Executive Director professionally in all interactions.

6. Proactive Problem-Solving:

• Anticipate the needs of the Executive Director and provide solutions to potential issues before they arise.
• Address urgent matters effectively and independently when required.

7. Team Management Support

• Provide support to wider team in coordinating diaries, managing meetings and other administrative support

Requirements:

• Proven experience, preferably in a corporate or development-focused environment.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills
• Proficiency in MS Office Suite and project management tools.
• High level of discretion and professionalism.
• Ability to work under pressure and manage multiple priorities effectively.
• Flexibility to adapt to changing schedules and requirements.

Desired candidate profile

• Proven experience, preferably in a corporate or development-focused environment.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills
• Proficiency in MS Office Suite and project management tools.
• High level of discretion and professionalism.
• Ability to work under pressure and manage multiple priorities effectively.
• Flexibility to adapt to changing schedules and requirements.

Qualifications

• Bachelor's degree or equivalent experience
• Strong interpersonal, customer service and communication skills
• Ability to multitask
• Proficient in Microsoft Office suite

  Organizational Skills

• Time Management: Prioritizing tasks and managing schedules efficiently.
• Multitasking: Handling multiple responsibilities and projects simultaneously.
• Detail-Oriented: Ensuring accuracy in documentation, scheduling, and correspondence.
• Filing and Record Keeping: Maintaining organized physical and digital records.

• Technical Skills

• Microsoft Office Suite: Proficiency in Word, Excel, PowerPoint, and Outlook.
• Data Entry: Fast and accurate typing and database management.
• Office Equipment: Familiarity with printers, copiers, scanners, and phone systems.
• Calendar Management: Using tools like Google Calendar, Microsoft Outlook, or scheduling apps.
• Basic IT Skills: Troubleshooting common computer and software issues.

• Communication Skills

• Verbal Communication: Clear and professional phone and in-person communication.
• Written Communication: Crafting emails, memos, and reports with proper grammar and tone.
• Interpersonal Skills: Maintaining positive and professional relationships with colleagues and clients.
• Conflict Resolution: Addressing and resolving workplace issues diplomatically.