Administrative Assistant

Job Summary

The Administrative Assistant provides clerical, documentation, and operational support to ensure the efficient day-to-day functioning of the office. The role includes maintaining records, coordinating schedules, preparing reports, responding to inquiries, and assisting different departments with administrative requirements.

Key Responsibilities

• Prepare, organize, file, and maintain physical and digital documents.
• Encode, update, and verify information in company records, trackers, and databases.
• Draft letters, reports, memoranda, meeting minutes, and other correspondence.
• Respond to telephone calls, emails, messages, and general office inquiries.
• Schedule meetings, appointments, interviews, and company activities.
• Receive and properly route documents, deliveries, and visitors.
• Monitor office supplies and coordinate replenishment requests.
• Assist with printing, scanning, photocopying, and distributing documents.
• Maintain accurate records while observing proper confidentiality and data privacy.
• Coordinate with employees, clients, suppliers, and other departments regarding administrative concerns.
• Support the preparation of presentations, reports, and meeting materials.
• Track assigned tasks, deadlines, requests, and pending documents.
• Assist in organizing company meetings, programs, and events.
• Maintain the cleanliness and organization of the assigned workspace and filing areas.
• Perform other administrative duties assigned by the immediate supervisor or management.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Human Resources, Psychology, Communication, or a related field.
• Previous administrative or clerical experience is preferred but not required.
• Fresh graduates with relevant skills are encouraged to apply.
• Proficient in Microsoft Office, Google Workspace, email, and basic office equipment.
• Strong written and verbal communication skills.
• Good organizational and time-management abilities.
• Able to manage multiple tasks and meet deadlines.
• Willing to work on-site and provide support to different departments when necessary.

Required Competencies 

• Attention to detail and accuracy
• Organization and records management
• Professional communication
• Time and priority management
• Confidentiality and integrity
• Adaptability and initiative
• Teamwork and coordination
• Reliability and accountability
• Basic problem-solving skills
• Performance Expectations

The Administrative Assistant is expected to maintain accurate and organized records, complete assigned administrative tasks on time, communicate professionally, protect confidential information, and provide dependable support to the department and the organization.