Administrative Assistant I

An Administrative Assistant is a key player in ensuring smooth office operations, providing support to managers, teams, or departments. Below are the essential skills required for an Administrative Assistant role:

1. Organizational Skills

1. Task Management: Prioritizing and managing multiple tasks or projects simultaneously.
2. Record Keeping: Filing, organizing, and maintaining both physical and digital documents.
3. Scheduling: Coordinating calendars, appointments, and meetings effectively.

2. Communication Skills

1. Verbal Communication: Professional phone etiquette and in-person interactions.
2. Written Communication: Crafting clear, concise, and error-free emails, memos, or reports.
3. Interpersonal Skills: Building positive relationships with team members and clients.

3. Technical Skills

1. Office Software Proficiency:
   • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
   • Google Workspace (Docs, Sheets, Calendar).
2. Typing and Data Entry: Fast and accurate keyboarding skills.
3. Technology Savvy: Familiarity with office equipment (e.g., printers, scanners) and troubleshooting basic IT issues.

4. Time Management

1. Meeting deadlines and ensuring timely completion of tasks.
2. Managing a busy office schedule and avoiding bottlenecks.
3. Balancing priorities for multiple stakeholders.

5. Problem-Solving Skills

1. Resolving minor technical or logistical issues quickly and efficiently.
2. Addressing scheduling conflicts or operational challenges.

6. Attention to Detail

1. Ensuring accuracy in documentation, scheduling, and correspondence.
2. Double-checking work for errors or inconsistencies.

7. Discretion and Confidentiality

1. Handling sensitive information with professionalism and maintaining strict confidentiality.
2. Acting as a trusted assistant for confidential projects or communications.

8. Customer Service Skills

1. Providing support to internal and external stakeholders with professionalism and courtesy.
2. Handling inquiries, complaints, or requests effectively.

9. Adaptability and Flexibility

1. Adjusting to changing tasks, priorities, or procedures quickly.
2. Learning and adapting to new tools, technologies, or office protocols.

10. Teamwork and Collaboration

1. Supporting colleagues and contributing to the success of group projects.
2. Acting as a liaison between departments or external partners.

Desired candidate profile

• Review and maintain written and computer files, plus conduct data entry
• Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
• Research and collect information
• Assist with all budget activities, including accounting
• Help implement new programs, procedures, methods, and systems
• Conduct fiscal reviews, surveys, and collect information on administrative matters
• Responsible for preparation of confidential documents and reports
• Maintain meeting minutes
• Coordinate and schedule meetings and conferences
• Coordinate operations, including purchasing, equipment, property inventory, building, equipment, and disposal
• Maintain complete stock of all office supplies and accuracy of inventory
• Connect with procurement & HO Admin team for stationaries & consumables requirement for WH operations.

About The Requirements

• High school diploma is usually required. An associate’s degree from an accredited college or university is usually preferred. Additional qualification as an Administrative Assistant or Secretary will be a plus.