Administrative Assistant I

Roles and responsibilities

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
   • Task Management: Prioritizing and managing multiple tasks or projects simultaneously.
   • Record Keeping: Filing, organizing, and maintaining both physical and digital documents.
   • Scheduling: Coordinating calendars, appointments, and meetings effectively.
2. Communication Skills
   • Verbal Communication: Professional phone etiquette and in-person interactions.
   • Written Communication: Crafting clear, concise, and error-free emails, memos, or reports.
   • Interpersonal Skills: Building positive relationships with team members and clients.
3. Technical Skills
   • Office Software Proficiency:
     • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
     • Google Workspace (Docs, Sheets, Calendar).
   • Typing and Data Entry: Fast and accurate keyboarding skills.
   • Technology Savvy: Familiarity with office equipment (e.g., printers, scanners) and troubleshooting basic IT issues.
4. Time Management
   • Meeting deadlines and ensuring timely completion of tasks.
   • Managing a busy office schedule and avoiding bottlenecks.
   • Balancing priorities for multiple stakeholders.
5. Problem-Solving Skills
   • Resolving minor technical or logistical issues quickly and efficiently.
   • Addressing scheduling conflicts or operational challenges.
6. Attention to Detail
   • Ensuring accuracy in documentation, scheduling, and correspondence.
   • Double-checking work for errors or inconsistencies.
7. Discretion and Confidentiality
   • Handling sensitive information with professionalism and maintaining strict confidentiality.
   • Acting as a trusted assistant for confidential projects or communications.
8. Customer Service Skills
   • Providing support to internal and external stakeholders with professionalism and courtesy.
   • Handling inquiries, complaints, or requests effectively.
9. Adaptability and Flexibility
   • Adjusting to changing tasks, priorities, or procedures quickly.
   • Learning and adapting to new tools, technologies, or office protocols.
10. Teamwork and Collaboration
    • Supporting colleagues and contributing to the success of group projects.
    • 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.