Administrative Assistant I

Roles and responsibilities

We are seeking a highly organised and proactive Administrative Assistant to provide personal support with a variety of tasks, ranging from diary management to property maintenance. The ideal candidate will demonstrate strong attention to detail, effective communication skills, and the ability to manage multiple tasks efficiently.

ESSENTIAL FUNCTIONS

Administrative Support:

• Assist with research and creation of documents, such as travel itineraries.
• Make reservations for restaurants, medical appointments, etc.
• Liaise with relevant parties to book medical appointments and schedule meetings.
• Coordinate shipments and deliveries as needed.
• Perform ad hoc photocopying and scanning tasks.
• Provide general administrative support, as required, to ensure smooth office operations.

Property Maintenance Assistance:

• Liaise with contractors and assist in sourcing quotes for required services/works.
• Help manage inventories, including warehouse stock, and ensure proper organisation.

Purchasing Support:

• Print and frame photos as requested.
• Assist in sourcing and purchasing gifts as needed.
• Handle miscellaneous purchasing tasks as directed.

Memberships Management:

• Manage all memberships and ensure relevant information is up to date.

Artwork Database Management:

• Input and organise artwork details in the database, maintaining accuracy and consistency.

Christmas Gifting:

• Manage and verify accuracy of Christmas gifting distribution lists.
• Assist in sourcing gift options and purchasing hampers.
• Support logistics of distribution, including liaising with couriers and drivers for hand delivery.

Expense Forms:

• Complete expense claim forms for CEO and ensure timely reimbursement with the accounts team

Minimum Educational, Technical Qualifications/Certifications Required

• College diploma in a commercial or business discipline.

Minimum Professional Experience Required

• 3 years of experience in administration and office-related activities.
• Strong organisational skills with a keen eye for detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Excellent communication skills, both written and verbal.
• Ability to work well in a team-oriented environment and manage multiple tasks efficiently.

Desired candidate profile

1. Organizational Skills

• Ability to manage multiple tasks, prioritize them effectively, and keep everything running smoothly.

2. Communication Skills

• Strong verbal and written communication to interact with colleagues, clients, and vendors clearly and professionally.

3. Time Management

• Being able to balance competing priorities and meet deadlines is crucial.

4. Attention to Detail

• Ensuring accuracy in tasks such as scheduling, preparing reports, and handling documents.

5. Technology Proficiency

• Familiarity with office software (Microsoft Office Suite, Google Workspace) and any specialized software for managing projects, scheduling, or communication (e.g., CRM systems, project management tools).

6. Problem-Solving

• The ability to identify issues and find solutions, whether it’s an urgent issue in the office or a logistical problem with a client.

7. Multitasking

• Handling several responsibilities at once without losing focus on any of them.

8. Customer Service

• Helping visitors or clients with inquiries, and providing a positive experience.

9. Confidentiality and Discretion

• Handling sensitive information appropriately and maintaining confidentiality.

10. Adaptability

• Being able to quickly adjust to changes in priorities, workloads, or office environments.

11. Teamwork and Collaboration

• Working well with others, including other assistants, managers, and departments.