Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. 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. Typically reports to a manager or head of a unit/department.
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Answer and direct phone calls
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Organize and schedule meetings and appointments
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Maintain contact lists
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Produce and distribute correspondence memos, letters, faxes and forms
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Assist in the preparation of regularly scheduled reports
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Develop and maintain a filing system
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Order office supplies
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Book travel arrangements
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Submit and reconcile expense reports
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Provide general support to visitors
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Provide information by answering questions and requests
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Take dictation
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Research and creates presentations
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Generate reports
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Handle multiple projects
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Prepare and monitor invoices
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Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
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Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
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Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
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Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
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Contribute to team effort by accomplishing related results as needed
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Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
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Organize travel arrangements for senior managers
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Write letters and emails on behalf of other office staff
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Book conference calls, rooms, taxis, couriers, hotels etc.
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Cover the reception desk when required
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Maintain computer and manual filing systems
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Handle sensitive information in a confidential manner
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Take accurate minutes of meetings
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Coordinate office procedures
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Reply to email, telephone or face to face enquiries
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Develop and update administrative systems to make them more efficient
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Resolve administrative problems
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Receive, sort and distribute the mail
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Answer telephone calls and pass them on
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Manage staff appointments
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Oversee and supervise the work of junior staff
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Maintain up-to-date employee holiday records
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Coordinate repairs to office equipment
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Greet and assist visitors to the office
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Photocopy and print out documents on behalf of other colleagues