Administration Assistant

Roles and responsibilities

An Administration Assistant is a key support role in various industries, responsible for handling administrative tasks, ensuring that the office or business operations run smoothly and efficiently. The role typically involves managing office workflows, assisting with document preparation, coordinating meetings, and providing general support to other staff members or departments.

Here’s a detailed overview of the key responsibilities, skills, and qualifications for an Administration Assistant:

1. General Administrative Support

• Document Preparation: Creating, formatting, and proofreading documents such as reports, presentations, memos, and spreadsheets. This may also involve managing files and ensuring that all documents are organized and easily accessible.
• Filing & Record Keeping: Organizing both physical and digital files, ensuring that records are up-to-date, easy to retrieve, and comply with organizational policies.
• Office Management: Maintaining office supplies and inventory, ensuring that necessary materials are ordered on time, and keeping track of office equipment.
• Mail & Correspondence: Handling incoming and outgoing mail, emails, and phone calls, ensuring messages are appropriately directed and responded to.

2. Calendar & Schedule Management

• Managing Appointments: Scheduling meetings, interviews, or appointments for senior management or other staff. This involves coordinating dates, times, and ensuring that all logistics are in place.
• Travel Arrangements: Organizing travel itineraries, including booking flights, accommodations, transportation, and preparing travel documents.
• Meeting Coordination: Organizing meetings or conferences, including booking meeting rooms, preparing meeting agendas, sending out invitations, and taking minutes during meetings.

3. Communication & Liaison

• Client & Staff Interaction: Serving as a point of contact between clients, colleagues, and external vendors, providing a professional and friendly communication channel.
• Internal Communication: Ensuring that important updates or messages are communicated to the team, assisting in the coordination of internal communications.
• Customer Service: Offering assistance to clients or visitors, answering inquiries, providing directions, and ensuring they are greeted in a polite and professional manner.

4. Financial Administration

• Invoice Processing: Assisting with invoicing, processing expenses, and managing receipts for reimbursement. This may involve using accounting software or maintaining spreadsheets.
• Budget Tracking: Helping to track office or departmental budgets, managing petty cash, and ensuring all financial documents are accurate and up to date.
• Purchasing: Handling the ordering of office supplies or equipment, ensuring that purchases are in line with the department’s budget.

5. Data Entry & Database Management

• Data Management: Maintaining and updating company databases, ensuring that information is accurate and up-to-date.
• Database Systems: Entering and managing data on systems such as CRM software, Excel, or proprietary databases, ensuring that all records are entered and organized properly.

6. Event & Project Coordination

• Event Planning: Assisting with planning and organizing events such as team-building activities, conferences, training sessions, or client meetings.
• Project Assistance: Supporting teams with administrative tasks related to ongoing projects, ensuring that timelines are adhered to and that necessary materials are available.

7. Office Support & Facilities Management

• Office Upkeep: Ensuring that the office environment is well-maintained, clean, and organized.
• Facility Coordination: Managing or liaising with facility management for issues such as office repairs, equipment maintenance, or office space needs.

Desired candidate profile

This is an excellent opportunity for a junior professional looking to further their career in a dynamic environment, or fresh graduates eager to take their first step in the professional world and gain valuable work experience.

The Admin Assistant will be involved in assisting with recruitment activities such as job advertising, screening and formatting CVs, performing ad hoc administrative tasks, and working closely with consultants and the HR and Admin team.

To be considered for this role, you must be someone who is currently studying or having a Bachelor’s Degree in HR, Business Administration or similar. Previous experience working within a busy office environment would be an added benefit. Excellent communication skills in English, both written and verbal is essential.

Strong organisational skills coupled with a structured style of working, and a strong knowledge of MS Office is crucial for this role.