Administrative Assistant

Position Summary  

Perform a variety of personnel-related administrative tasks. You will support the HR department in duties like updating the HR database, processing business permits, and processing employee requests. Our administrative assistant position requires excellent organizational skills and the ability to handle sensitive information confidentially. If you are passionate about HR policies and procedures and want to help create a nourishing workplace, this position is for you. 

Responsibilities  

• Provides administrative support to ensure efficient office operations. 

• Maintains physical and digital filing systems. 

• Answers phone calls, directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors. 

• Responds to emails and other digital queries and correspondence. 

• Manages calendars for senior staff, including making travel arrangements. 

• Drafts and edits letters, reports, and other documents. 

• Inputs and updates information in databases and spreadsheets. 

• Prepares meeting agendas and takes meeting minutes. 

• Coordinates logistics for meetings, including room setup and catering. 

• Uses word processing and presentation software to create and edit documents. 

• Operates and maintains office equipment, including printers, copiers, and fax machines. 

• Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand. 

• Researches as requested and compiles and summarizes information for reports or presentations. 

• Works closely with other administrative staff and supports other colleagues as needed. 

• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations. 

• Ensures that deadlines are met and adapts to changing priorities. 

• Presents a positive and professional image for the organization. 

• Maintains employee records (soft and hard copies). 

• Updates HR databases (e.g., new hires, separations, vacation and sick leaves). 

• Assists in payroll preparation by providing relevant data, like absences and leaves. 

• Processes employees' requests and provides relevant information. 

• Coordinates HR projects, meetings, and training seminars. 

• Manages the department's telephone center and addresses queries accordingly. 

• Prepares reports and presentations for internal communications. 

• Assists the Finance Admin in the renewal of business permits and accreditation with government agencies and other partners 

• Supervises the Utility Staff and ensures that workstations and meeting rooms are clean, neat, safe, and conducive to working 

• Take ownership of local site engagement activities, and birthday and work-anniversary announcements, as well as leading the agent onboarding efforts to ensure a positive new hire experience. 

• Perform other tasks as may be required 

Required skills and qualifications  

• Previous success in office management 

• Experience managing budgets and expenses 

• Experience developing internal processes and filing systems 

• Comfortable handling confidential information 

• Proven administrative experience 

• Superb written and verbal communication skills 

• Strong time-management skills and multitasking ability 

• Aptitude for learning new software and systems