Administrative Assistant

Roles and responsibilities

• Execute day-to-day administrative tasks with efficiency and precision.
• Prepare and edit documents, presentations, and reports ensuring accuracy and adherence to company standards.
• Maintain organized filing systems, both physical and digital, to facilitate efficient document retrieval.
• Schedule and organize project-related meetings, ensuring all stakeholders are informed of key dates and deliverables.
• Draft and edit professional emails, letters, and other correspondence as needed.
• Implement and maintain document control procedures, ensuring that all project documents are accurately labeled, stored, and accessible to the project team.
• Collaborate with project managers and team members to assist in project-related administrative tasks.
• Compile and organize project documentation, including contracts, specifications, and drawings, ensuring they are readily accessible for the team.
• Assist in data entry tasks related to project milestones, timelines, and resource allocation.
• Generate basic reports and analyses to support project managers in monitoring project progress.

Qualifications

• Diploma or Degree in Business Administration, Office Management, or a related field is preferred.
• Minimum of 2 years of administrative experience, preferably in a professional services or engineering environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and multitasking abilities with a keen eye for detail.
• Strong communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A proactive and positive attitude, with the ability to work both independently and collaboratively in a team.

Desired candidate profile

1. Organizational Skills

• Task Management: Efficiently organizing and prioritizing tasks, managing schedules, and keeping track of deadlines.
• Time Management: Juggling multiple responsibilities and managing time effectively to ensure all tasks are completed in a timely manner.

2. Communication Skills

• Verbal Communication: Clear and professional communication with colleagues, clients, and stakeholders.
• Written Communication: Ability to write emails, memos, and reports that are clear, concise, and well-organized.
• Active Listening: Paying attention to others and understanding instructions or feedback carefully.

3. Technology Proficiency

• Office Software: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace (Docs, Sheets, Slides, Gmail).
• Calendar and Scheduling Tools: Familiarity with scheduling software like Microsoft Outlook, Google Calendar, or other tools like Calendly.
• Data Management and Database Software: Knowledge of CRM (Customer Relationship Management) tools, project management software (like Trello or Asana), and filing systems.
• Basic IT Skills: Understanding of troubleshooting minor technical issues and managing office equipment (printers, fax machines, etc.).

4. Attention to Detail

• Ensuring that documents are error-free, data is accurate, and all details are carefully checked before finalizing tasks or reports.

5. Problem-Solving Skills

• Ability to think quickly, identify problems, and come up with effective solutions. This could involve handling client complaints, resolving scheduling conflicts, or finding ways to improve workflow efficiency.

6. Customer Service

• Client Interaction: Professional and friendly interaction with clients or visitors, ensuring a positive impression of the organization.
• Handling Inquiries: Responding to emails, phone calls, or in-person inquiries and providing helpful information or directing them to the right person.

7. Project Management

• Coordination: Assisting with project timelines, helping to manage resources, and keeping track of project milestones.
• Multi-tasking: Handling various aspects of different projects at the same time, ensuring they stay on track.

8. Confidentiality and Discretion

• Handling sensitive information with care and ensuring that confidential details are kept secure and private.