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Administration Assistant

JOB DESCRIPTIONS – Administration

POSITION TITLE: Administration Assistant
REPORTS TO: Administration Manager

POSITION CONCEPT:
Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time-sensitive material.
Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and on time. May direct and lead the work of others.
Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.
Reports to a manager or head of a unit/department.

MAIN RESPONSIBILITIES:
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Submit and reconcile expense reports
• Research and creates presentations
• Generate reports
• Handle multiple projects
• Prepare and monitor invoices
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize travel arrangements for senior managers
• Write letters and emails on behalf of other office staff
• Book conference calls, rooms, taxis, couriers, hotels, etc.
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Coordinate office procedures
• Reply to email, telephone, or face to face inquiries
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems

• Manage staff appointments
• Maintain up-to-date employee holiday records
• Coordinate repairs to office equipment
• Greet and assist visitors to the office
• Provide polite and professional communication
• Implement clerical duties and administrative processes
• Conduct data entry

ADMINISTRATIVE ASSISTANT REQUIREMENTS:

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office

PEOPLE MANAGEMENT:
• Maintain appropriate staffing levels of the department in line with budget and business requirements.
• Ensure subordinates have clear objectives and challenging targets.
• Ensure subordinates receive appropriate guidance and training. Recommend training required by all subordinates regularly and specifically at the time of annual review.
• Maintain continuous two-way communications with the team to better understand their concerns and needs.
• Motivate and recognize top performers.
• Monitor functions of subordinates on a timely basis.