Administrative assistant

Responsibilities

Tasks

• Arrange and co-ordinate seminars, conferences, etc.
  
• Coordinate the flow of information within the team
  
• Direct and control daily operations
  
• Evaluate daily operations
  
• Open and distribute mail and other materials
  
• Plan and organize daily operations
  
• Train staff
  
• Establish and implement policies and procedures
  
• Assign, co-ordinate and review projects and programs
  
• Record and prepare minutes of meetings, seminars and conferences
  
• Determine and establish office procedures and routines
  
• Plan, develop and implement recruitment strategies
  
• Schedule and confirm appointments
  
• Manage training and development strategies
  
• Answer telephone and relay telephone calls and messages
  
• Answer electronic enquiries
  
• Compile data, statistics and other information
  
• Oversee the preparation of reports
  
• Order office supplies and maintain inventory
  
• Plan, organize, direct, control and evaluate daily operations
  
• Arrange travel, related itineraries and make reservations
  
• Open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
  
• Set up and maintain manual and computerized information filing systems
  
• Type and proofread correspondence, forms and other documents
  
• Perform data entry
  
• Provide customer service
  
• Maintain and manage digital database
  

Supervision

• 1 to 2 people
  

Experience and specialization

Computer and technology knowledge

• MS Office
  

Area of specialization

• Correspondence
  
• Business process management
  

Additional information

Security and safety

• Criminal record check
  

Work conditions and physical capabilities

• Ability to work independently
  
• Fast-paced environment
  
• Work under pressure
  
• Tight deadlines
  
• Attention to detail
  
• Repetitive tasks
  

Personal suitability

• Ability to multitask
  
• Excellent oral communication
  
• Excellent written communication
  
• Flexibility
  
• Judgement
  
• Organized
  
• Team player
  
• Accurate
  
• Client focus
  
• Reliability
  
• Time management
  
• Adaptability
  
• Accountability
  
• Dependability
  
• Due diligence
  
• Quick learner