Administrative Assistant

Responsibilities

Tasks

• Plan and control budget and expenditures
• Schedule and confirm appointments
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Compile data, statistics and other information
• Order office supplies and maintain inventory
• Greet people and direct them to contacts or service areas
• Open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Perform data entry
• Provide customer service
• Maintain and manage digital database
• Perform basic bookkeeping tasks
• Carry out administrative activities of establishment
• Oversee and co-ordinate office administrative procedures
• Review, evaluate and implement new administrative procedures
• Establish work priorities and ensure procedures are followed and deadlines are met
• Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
• Assist in the preparation of operating budget and maintain inventory and budgetary controls
• Assemble data and prepare periodic and special reports, manuals and correspondence

Experience and specialization

Computer and technology knowledge

• MS Excel
• MS Word
• MS Office
• Electronic mail

Additional information

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Large workload

Personal suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Flexibility
• Organized
• Accurate
• Client focus
• Reliability
• Time management
• Efficient interpersonal skills