Administrative Assistant

Major Duties and Responsibilities:

• Maintains the diary of the Executive Director in the absence of the Executive Assistant
• Catalogues all incoming and outgoing correspondence
• Types and dispatches correspondence and any other required documentation
• Develop and maintain a record management  system for all correspondence that ensures easy storage and retrieval
• Schedules appointments for the Executive Director as guided by the Executive Assistant
• Performs secretarial and administrative support for meetings, such as recording and transcribing minutes and action lists and preparing meeting packages
• Answers telephones and takes messages where required
• Provides material needed for meeting support [internally/externally]
• Greets visitors to the Executive Director
• Liaise with the Finance & Accounts Division regarding payments to suppliers
• Procures and monitors stationery, first aid, safety gears and other office supplies
• Processes and dispatches invoices to ensure payment
• Maintains an atmosphere of cleanliness, orderliness and courtesy in the office
• Assists the Executive Assistant  with the preparation for organizational events
• Monitors attendance register and prepare for submission to the Human Resource Management & Development (HRM&D) Branch
• Performs any other duties as assigned

Minimum Educational requirements:

• Diploma/Certificate in Administrative/Secretarial Studies or CPS Designation.
• Computer Literacy in Microsoft Office Suite

Experience:

• Two (2) years’ experience as an Administrative Assistant or Senior Secretary.

Knowledge, Skills and Abilities:

• Working knowledge of modern office equipment, troubleshooting, practices, and procedures
• Working knowledge of minute writing techniques
• Working knowledge of records management systems
• Good verbal and written communication skills
• Proficient telephone skills
• Good planning and organizational skills
• Good Interpersonal/human relations skills
• Good customer service skills
• Ability to write and proofread a variety of office communication
• Ability to meet tight deadlines
• Ability to work on one’s own initiative and take charge of tasks to achieve established goals and objectives

Please note that while we appreciate all applications, only shortlisted applicants will be contacted.