Administrative Assistant

Position Scope

Job Overview

We are seeking a skilled and organized Administrative Assistant to support daily operations by managing schedules, travel arrangements, office management, and logistical supplies. The ideal candidate will have excellent communication and writing skills, experience with planning tools, and a proven ability to handle complex administrative tasks efficiently.

Job Description

Key Responsibilities

1. Diary and Schedule Management

• Manage and coordinate the daily schedules and appointments for the team or management.
• Ensure timely updates and reminders for meetings, deadlines, and commitments.

2. Travel and Logistics Coordination

• Organize domestic and international travel arrangements, including flights, accommodations, and transportation.
• Coordinate visa applications and travel documents as needed.
• Oversee logistical supply needs and manage inventory for office operations.

3. Office Management

• Maintain a well-organized office environment to ensure efficiency and professionalism.
• Manage office supplies, equipment, and vendor relationships.
• Ensure smooth day-to-day operations by liaising with service providers, including IT support and maintenance teams.
• Monitor office expenses and assist in budget preparation and tracking.

4. Administrative Support

• Prepare and edit correspondence, reports, and presentations.
• Maintain and organize filing systems, ensuring confidentiality and easy retrieval of documents.
• Assist with planning and coordinating meetings, including preparing agendas and taking minutes.

5. Communication and Writing

• Draft, proofread, and edit professional documents, including letters, emails, and reports.
• Ensure clarity, professionalism, and accuracy in all written and verbal communications.

6. Use of Planning Tools

• Utilize planning and scheduling tools such as Microsoft Outlook, Google Workspace, or other relevant software.
• Ensure efficient task tracking and time management using appropriate tools.

Requirements

Key Qualifications

• Experience:
• Degree or Diploma in Business or related courses
• Minimum 3-4 years of experience in administrative roles, with proven expertise in diary management, travel coordination, logistics, and office management.
• Technical Skills:
• Proficiency in using planning tools such as Microsoft Outlook, Google Calendar, or other scheduling software.
• Strong computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint).
• Communication Skills:
• Exceptional verbal and written communication skills.
• Strong writing skills with an eye for detail and professionalism.
• Soft Skills:
• Highly organized with strong time management abilities.
• Proactive and able to handle multiple tasks under tight deadlines.
• Ability to work independently and as part of a team.

Skills

o Highly organized with strong time management abilities. o Proactive and able to handle multiple tasks under tight deadlines. o Ability to work independently and as part of a team.