Administrative Assistant

Administrative Assistant

Job Description & Qualifications

Position Overview

We are seeking a detail-oriented, organized, and proactive Office / Administrative Assistant to support daily operations and ensure the smooth functioning of our workplace. This role serves as the central hub for administrative activities, providing critical support to staff, management, and external stakeholders.

 Key Responsibilities

 1. Administrative Support

- Manage incoming calls, emails, and correspondence; route inquiries to appropriate personnel

- Maintain filing systems (physical and digital) and ensure accurate record-keeping

- Prepare, proofread, and format documents, reports, memos, and presentations

- Schedule and coordinate meetings, appointments, and travel arrangements

- Process incoming and outgoing mail and packages

 2. Office Operations

- Monitor and order office supplies; manage vendor relationships and inventory

- Oversee general office cleanliness, organization, and maintenance

- Coordinate with building management and service providers as needed

- Assist with onboarding new employees (workspace setup, access credentials, orientation materials)

3. Reception & Front Desk

- Greet and assist visitors, clients, and delivery personnel professionally

- Maintain a welcoming and organized reception area

- Manage sign-in procedures

 4.Special Projects

- Provide ad-hoc support for events, meetings, and company initiatives

- Assist various departments with research, data entry, and project coordination

Required Qualifications     

1.     Education:  Diploma or equivalent or Bachelors Degree.

2.     Preferred Experience: 1–2 years of experience in an administrative, clerical, or office support role       

3. Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace; familiarity with basic office equipment (printers, copiers, scanners)        

4. Communication: Excellent written and verbal communication skills; professional phone etiquette             

5. Organization: Strong multitasking abilities with exceptional attention to detail and time management 

6. Interpersonal: nAbility to interact professionally with all levels of staff and external contacts           

Preferred Qualifications

Minimum Diploma in Business Administration, Office Management, or related field

-         Bilingual or multilingual capabilities

 Core Competencies

- Reliability & Discretion — Handles sensitive and confidential information with integrity

- Problem-Solving — Identifies issues proactively and proposes practical solutions

- Adaptability — Comfortable shifting priorities in a dynamic work environment

- Initiative — Self-starter who anticipates needs without constant direction

- Team Orientation — Collaborative spirit with a willingness to support colleagues across departments

 Working Conditions

- Full-time availability

- Standard business hours with occasional overtime for special projects or events

- Aged under 35 years