Admin Assistant

Role Purpose

To provide the department with advanced high-level administrative support. The role demands handling sensitive information with the utmost discretion, coordinating critical activities, and proactively managing departmental processes while adhering to stringent timelines, KPIs, agreed budgets, and adopted policies and procedures.

• Arranging meetings, conference calls and appointments
• Reserving meeting rooms and managing calendars
• Providing administrative support including managing schedules, preparing meeting materials and handling travel arrangements
• Preparing official letters, memos, and internal/external communication for internal and external parties
• Answering, screening, and directing phone calls and emails to the appropriate parties
• Providing specialized administrative and support services for the Immediate Superior
• Coordinating the information flow and incoming correspondence per the priority guidelines set by the Immediate Superior
• Ensuring the office is well-stocked with necessary supplies and equipment
• Coordinating repairs, ordering new equipment, and ensuring everything functions properly
• Acting as a point of contact between management and employees, clients, and other stakeholders
• Acting as a key advisor to the Immediate Superior, ensuring all action items and pending matters are addressed promptly and efficiently
• Developing and maintaining an organized and efficient filing system, both physical and digital, ensuring quick retrieval and secure storage of critical documents
• Preparing agendas, taking meeting minutes and distributing them to relevant parties
• Welcoming and assisting visitors, ensuring they are directed to the appropriate personnel or department

Act as a key advisor to the Immediate Superior, ensuring all action items and pending matters are addressed promptly and efficiently. This includes continuous improvement of systems, processes, and procedures, cost reduction, and productivity improvement while taking into account leading practices and changes in the business environment.

Conduct day-to-day activities while ensuring compliance with established policies and procedures. Contribute to the identification of opportunities for continuous improvement of systems and processes.

• No prior or minimum years of experience as an admin assistant is required.
• Proficient in Microsoft Office applications.
• Proficient in English Language.
• Minimum of a Secretarial Diploma is required.
• A Bachelor's degree in a related administration field is preferred.