Admin Assistant

Role Purpose

To provide the department with advanced, high-level administrative support. The role demands handling sensitive information with the utmost discretion, coordinating critical activities, and proactively managing departmental processes while adhering to stringent timelines, KPIs, agreed budgets and adopted policies and procedures.

Key Accountability Areas

Key Activities

Administration

• Arranging meetings, conference calls, and appointments, reserving meeting rooms, and managing calendars.
• Providing administrative support, including managing schedules, preparing meeting materials, and handling travel arrangements.
• Prepare official letters, memos, and internal/external communication for internal and external parties.
• Answering, screening, and directing phone calls and emails to the appropriate parties.
• Provide specialized administrative and support services for the Immediate Superior
• Coordinate the information flow and incoming correspondence per the priority guidelines set by the Immediate Superior.
• Ensuring the office is well-stocked with necessary supplies and equipment.
• Coordinating repairs, ordering new equipment, and ensuring everything functions properly.
• Acting as a point of contact between management and employees, clients, and other stakeholders.

Operational Efficiency & Support

• Act as a key advisor to the Immediate Superior, ensuring all action items and pending matters are addressed promptly and efficiently.
• Develop and maintain an organized and efficient filing system (both physical and digital), ensuring quick retrieval and secure storage of critical documents.
• Prepare agendas, take meeting minutes, and distribute them to relevant parties.
• Welcoming and assisting visitors, ensuring they are directed to the appropriate personnel or department.

Policies, Processes, and Procedures

• Conduct day-to-day activities while ensuring compliance with policies and procedures
• Contribute to the identification of opportunities for continuous improvement of systems, processes taking into account leading practices, changes in the business environment, cost reduction, and productivity improvement

Knowledge and Experience

• No prior or minimum years of experience as an admin assistant is required.
• Proficient in Microsoft Office applications. 
• Proficient in English Language. 

Education and Certifications

• A minimum of a Secretarial Diploma is required.
• A Bachelor degree in administration related field is preferred.