Administrative Assistant

Administrative Assistant

JOB OBJECTIVE

As an Administrative Assistant, you will be entrusted to provide efficient and comprehensive administrative support to the team, ensuring smooth operations and coordination of activities, while demonstrating proficiency in managing communications, various projects, organizing tasks, and maintaining office systems and records.

ESSENTIAL RESPONSIBILITIES AND ACCOUNTABILITIES

1. Serve as an intermediary between executives, staff, clients, and stakeholders, handling telephone communications, email correspondence, and face-to-face inquiries
2. Prepare spreadsheets and presentations and organize and file documents. This often includes typing, editing, and formatting reports and correspondence
3. Input data accurately into various software or database systems and ensure that records are kept up-to-date
4. Assist with invoicing, expense reports, and other basic financial operations
5. Prepare requisite procurement documentation for authorization of relevant orders
6. Arrange requisite services for all orders to ensure goods are delivered to customers as per schedule
7. Maintain accurate records for purchase orders received including timelines for delivery
8. Review schedules on all customer orders, providing information to the Sales and Engineering teams
9. Handle sensitive information with discretion, understanding the importance of maintaining confidentiality in specific situations
10. Facilitate cross-departmental collaboration by ensuring timely communication and the sharing of relevant i

EXPERIENCE AND EDUCATIONAL REQUIREMENTS

• Associate Degree in Business Administration, Operations Management or a related field
• Certificate or other relevant Secretarial/Administrative training
• Minimum of one (2) years of professional experience in a similar capacity
• Proficiency in Microsoft Office

SKILLS & COMPETENCIES

• Excellent communication skills – verbal and written
• Effective in resolving issues and making informed choices
• Highly organized and meticulous
• Outstanding ability to create detailed and well-organized documentation
• Outstanding interpersonal abilities encompassing telephone etiquette, active listening, and exceptional customer care
• Capable of collaborating effectively in a team setting while also excelling with minimal oversight
• Thrives and remains productive in a dynamic, fast-paced and evolving work environment